Importing from a file lets you add large amounts of data to Creative Force in one step instead of entering records one at a time. You can use a single spreadsheet to set up a job with its products and outfits, fill your Product Hub catalog, register incoming samples, or add talent, crew, and vendors. Many imports also connect related records for you, such as linking samples and variants to the right product, so your team can start planning and producing right away.
Introduction
Importing from files in Creative Force allows users to bring in data from outside the system directly from files or sheets saved on their hard drive. This article covers each type of import, where to find it, and how to format your file.
Regardless of how you get started, the process generally follows a few static steps:
Step | Description |
Initiate Import | Select the import action, attach a file, and start scanning it. |
Describe Import | Fill in information about this specific import as a whole. |
Column Mapping | Map the columns on your file to Creative Force properties. |
Import Settings | Outline how you want the system to treat certain conditions. |
Initiate Import
You can initiate imports from different action buttons and screens located through Creative Force. Where you initiate an import controls what the system is expecting, and therefore what type of entities will be imported.
You can see which screens handle which entities in the table below.
Nav Location | Permission | Imports |
Product Hub → Create Product → From File | Users need 'Edit' permission for Product Hub in their Use Role to see the Create Product button. | Creates new Product Records and Variants. |
Jobs Page → Create Job → From File | Users need 'Edit' permission for Jobs in their Use Role to see the Create Job button. | Creates a new job including: Product Requests, Outfits, Samples, Product Records, and Variants. |
Samples Page → Import | Users need 'Edit' permission for Samples in their Use Role to see the Import button. | Creates new Samples. |
Props & Styling Wardrobe → Import | Users need 'Edit' permission for Samples in their Use Role to see the Import button. | Creates new Styling Items. |
Talent & Crew → Add → From File | Users need 'Edit' permission for Talent & Crew in their Use Role to see the Add button. | Creates new Resource Users with a Talent & Crew profile. |
Studio Settings → Product Vendors → Import | Users need 'Edit' permission for Product Vendors in their Use Role to see the Import button. | Creates new Product Vendors and related Contacts. |
Describe Import
Some importable entities will bring up an additional menu with required fields. These fields are usually things that will affect the entire group of imported items– like their related Workspace or grouping-specific properties.
Column Mapping
After having imported a sheet, you will be brought to a column mapping screen as the final step of the import. Here you can dictate what Creative Force properties each line should have the data written as a property for.
Creative Force will attempt to auto-match your columns to properties depending on the name. If you manually map something, the system will try to remember it as a preference in subsequent imports of that type.
Import Settings
When reaching the final step of importing some entities, you will see the Import Settings pop-up. The Import Settings pop-up requires that you confirm how you would like the system to handle duplicate entities that already exist in the system.
After all applicable steps have been completed, the data in the file will be imported from the sheet.
Importable Entities
The above sections are the general import steps– but how exactly the process looks, and the requirements for the data depend heavily on the type of entity you intend to bring in. In the table below, review the different types of importable entities.
Entity | Description | Overview | Section |
Product Record | The record of a product, which product requests are associated with. | ||
Product Request | A specific instance of requested assets for a product record within a Job. | ||
Product Vendors | An instance of access to Creative Force for photo uploads, and the contacts who have access to it. | ||
Variant | A variation of a Product Record that links to a sample. | ||
Sample | A physical item at your studio that represents a variant. | ||
Styling Item | A physical item at your studio that does not represent a variant. | ||
Outfit | A grouping of samples/variants that need to be shot. | ||
Talent / Crew | A profile added to a user or resource user who works on shoots. |
In the next sections, we will talk through specifics related to that entity, including where to initiate the import from, what's required to bring it into the system, as well as other helpful tips about managing the data.
Product Record
Creates the master product records for a workspace from one file. These records are what Product Requests, variants, and samples later link to.
Where to Import
Product Hub → Create Product → From File.
Expected Format
Product Code* | Product Name | Season | Fit Style |
SH-1001 | Silk T-Shirt | Summer | Casual |
SH-1002 | Baseball Cap | No Season | Casual |
SH-1003 | Mesh Jersey | Summer | Casual |
Required Columns
Property to Map | Data / Values | Description |
Product Code | Product Code | This is what identifies a Product Record within a workspace. The import won't continue until a column is mapped to it. |
Notable Columns
Property to Map | Data / Values | Description |
Product Display Image URL | URL | Import a URL into the system so the Product Record has a related preview image as soon as it comes into the system. Learn more. |
Product Properties | Any | Any custom properties you have created at the product level can be mapped to a Product Record. |
Notes / Callouts
Product Requests
A Product Request asks the studio to produce content for one product inside a specific job. It's how a product appears in a job. When you import Product Requests, the job's product list is filled in. Matching Product Records and Variants in Product Hub are also created or linked, and any Samples and Outfits in the file come in too.
Where to Import
Jobs Page → Create job → From File: creates a new Job and its Product Requests in one step.
Job Details → Add Products → From File: adds Product Requests to a Job that already exists.
Expected Format
Product Code* | Product Name | Category* | URL | Fabric |
SH-1001 | Cotton T-Shirt | Shirts | Cotton | |
SH-1002 | Denim Jeans | Pants | Denim | |
SH-1003 | Leather Belt | Accessories | Leather |
Required Columns
Property to Map | Data / Values | Description |
Product Code | Product Code | The only column the import marks as required. It identifies the product in the job and links it to its Product Record. The import won't continue until a column is mapped to it. |
Category | Text String (Any) should match a set Trigger in a Style Guide. | The category is what assigns a Product Request to a Style Guide; if not correctly specified, it will import to the Default Style Guide. |
Notable Columns
Property to Map | Data / Values | Description |
Product Name | Descriptive string | Common enrichment property for data tracking. |
Product Display Image URL | URL | Import a URL into the system so the Product Record has a related preview image as soon as it comes into the system. Learn more. |
Color Reference URL | URL | A product-level image link for colour matching, available in the job and Styling Items imports. Learn more. |
Custom Product Properties | Any | Any custom properties you have created at the product level can be mapped to a Product Request. |
Notes / Callouts
Rows with the same Product Code make one Product Request.
Product Vendors
A Product Vendor is a supplier company that sends products or samples to the studio. This import creates vendors and their contacts from one file. If a vendor named in the file doesn't exist yet, it's created automatically, and each contact is invited to the Vendor Portal for that vendor.
Where to Import
Studio Settings → Product Vendors → Import: This opens the Import Product Vendors dialog. Has no Column Mapping or Workspace configuration.
Expected Format
Product Vendor* | Email* | First Name | Skill |
JT Product Vendor | Jameson | Image Request | |
Nordic Shoes | Anna | Image Request |
Required Columns
Property to Map | Data / Values | Description |
Product Vendor | Company Name | The vendor's name. If a vendor with that name already exists (case-insensitive), the row is added to it. Otherwise, a new vendor is created. |
User Contact Email Address | The contact who gets invited. Rows without a valid email don't create a contact. |
Notable Columns
Property to Map | Data / Values | Description |
Skill | Image Request | The only accepted values are Image request. |
User Group | Has to match one of the studio's user group names | Separate several groups with |
System Vendor User Properties | Any | Any expected system default vendor user properties: First Name, Last Name, Phone, Address, Country |
Custom Vendor User Properties | Any | Any custom properties you have created at the Vendor User level can be mapped to a Product Request. |
Notes / Callouts
Column headers must match exactly, because there's no mapping step.
If a header doesn't match any Vendor User property or built-in column, that column is skipped without a warning.
Only
.csvfiles are accepted for this import type.If the same new email appears twice in the file, only the first row is used.
If the contact email already belongs to a studio user, that row fails.
If the email already belongs to a vendor contact, no duplicate is created. The person is invited to this vendor too. Skills and user groups from the file are added to the ones they already have, and nothing is removed. Custom properties are updated. Name, phone, address, and country are not changed.
Variants
A Variant is one version of a Product Record, such as a colour or size. Importing Variants adds them under Product Records in a Workspace. Samples in jobs attach to Variants. A Variant is automatically created for every Sample imported in the system.
Where to Import
Product Hub → Create Product → From File (imported along with Product Records)
Jobs Page → Create Job → From File (imported along with Product Records, Samples)
Expected Format
When importing variants, one row = one variant. Rows that share a Product Code become one product with several Variants.
Product Code* | Variant Code* | Variant Name | Display Image URL | Size |
SH-1001 | SH-1001-BLK-S | Black | Small | |
SH-1001 | SH-1001-WHT-S | White | Small | |
SH-1001 | SH-1001-WHT-M | White | Medium | |
SH-1002 | SH-1002-RED-S | Red | Small |
Required Columns
Property to Map | Data / Values | Description |
Product Code | Product Code | Tells the import which Product Record the Variant belongs to. If that product doesn't exist yet, the import creates it. Rows without a Product Code are skipped. |
Notable Columns
Property to Map | Data / Values | Description |
Variant Name | Product Code | Tells the import which Product Record the Variant belongs to. If that product doesn't exist yet, the import creates it. Rows without a Product Code are skipped. |
Sample Display Image URL | URL | Import a URL into the system so the Variant/Sample has a related preview image as soon as it comes into the system. Learn more. |
Custom Sample Properties | Any | Any custom properties you have created at the Sample level can be mapped to a Variant at import. |
Notes / Callouts
An existing Variant is matched on Product Code + Variant Code within the Workspace. The Existing Variants toggle in the import settings decides whether it gets updated. If two different products use the same Variant Code, they're treated as separate Variants.
Sample
A Sample is a physical item, such as a garment or shoe, that the studio receives so it can be shot. Importing Samples creates sample records ahead of time, linked to products by Product Code, so the studio can track them when they arrive.
Where to Import
Sample Page → Import
Job Page → Create Jobs → From File (imported along with Product Requests)
Expected Format
Product Code* | Sample Code* | Sample Name | Color | Size |
SH-1001 | S-1001-B-S | Black S Tee | Black | Small |
SH-1001 | S-1001-B-M | Black M Tee | Black | Medium |
SH-1001 | S-1001-B-L | Black L Tee | Black | Large |
SH-1002 | S-1002-W-O | White Hat | White | One-Size |
Required Columns
Property to Map | Data / Values | Description |
Product Code | Product Code | Links the Sample to its product. Each row is matched to a product. If a sample with the same Sample Code already exists under that product, it's updated. If not, a new sample is created. |
CF Sample Code | CF Sample Code | Alternative: map CF Sample Code instead of Product Code to update Samples rather than create them. See Note. |
Notable Columns
Property to Map | Data / Values | Description |
Sample Display Image URL | URL | Import a URL into the system so the Sample has a related preview image as soon as it comes into the system. Learn more. |
Custom Sample Properties | Any desired values | Any custom properties you have created at the Sample level can be mapped to a Sample at import. |
Notes / Callouts
One row creates one Sample. Rows that match an existing sample in the list update it instead of creating a duplicate.
Several rows can share a Product Code. So four rows of the same Product Code with unique Sample Codes on each create four samples for the same product.
Review Sample Pooling to understand how this studio setting may affect the samples you attempt to import to the system.
CF Sample Code Logic
CF Sample Code is a second way to match rows in Import Samples. Mapping it changes the import from "create samples" to "update samples that already exist." It's different from Sample Code, which is your own code for the sample. Even if multiple of the same Sample Code exist, each has its own unique CF Sample Code.
The mapping screen needs either Product Code or CF Sample Code mapped before you can continue.
If CF Sample Code is mapped, the whole file uses the CF Sample Code method, even if Product Code is mapped too.
To update existing samples, map CF Sample Code instead of Product Code.
Rows with an unknown CF Sample Code are skipped, and no new samples are created.
Styling Items
A Styling Item is something used to style a shot rather than being the product being shot, such as a belt, shoes, or a prop. Importing Styling Items adds them to a workspace's Styling Items list so they're ready to be used in outfits and shoots. Any samples in the file are added under them.
Where to Import
Props & Styling Wardrobe Page → Import
Jobs Page → Create Job → From File (only as outfit components, see here)
Expected Format
Product Code* | Sample Code | Category | Product/Sample Name | Size |
BLT-3001 | ST-0001 | Belts | Leather Belt | M |
BLT-3001 | ST-0002 | Belts | Leather Belt | L |
SHO-5001 |
| Shoes | White Sneaker |
|
Required Columns
Property to Map | Data / Values | Description |
Product Code
(shows "Product Code" rather than "Styling Item Code" - this is expected.) | Intended Styling Item Code | This identifies the Styling Item. The import won't continue until a column is mapped to it. |
Notable Columns
Property to Map | Data / Values | Description |
Custom Product Properties | Any desired values | Any custom properties you have created at the Product level can be mapped to a styling item at import. |
Custom Sample Properties | Any desired values | Any custom properties you have created at the Sample level can be mapped to a styling Item at import. |
Notes / Callouts
Everything in the file becomes a Styling Item. This import doesn't offer the Wardrobe Item column, because every row is treated as a styling item anyway.
One Styling Item is created per Product Code. When several rows share a code, they all feed into that one item.
Each row that has sample data adds a sample under the Styling Item. These samples aren't linked to any job.
Styling Items use the same properties as products. Product properties describe the Styling Item, and Sample properties describe its physical samples. A custom Product property set up for regular products can also be filled in for Styling Items.
Outfits
An Outfit is a styled look built around one main product (for example, a shirt) plus the other products worn with it (trousers, belt, shoes). Importing Outfits means the look is already set up when the job is created, so the studio doesn't have to build it by hand. Outfits can't be imported on their own. They always come in with the main product's Product Request.
Where to Import
• Jobs Page → Create job → From File: imported along with Product Requests/Records.
• Job Details → Add Products → From File: this only works for main products that aren't already in the Job (see Notes).
Expected Format
Product Code* | Outfit Code* | Product Code (Outfit Product)* | Product Role (Outfit Product) | Outfit Name |
SH-1001 | OUT-01 | JN-2001 | Mandatory | Summer Look |
SH-1001 | OUT-01 | BLT-3001 | Replaceable | Summer Look |
SH-1002 | OUT-02 | TR-4001 |
| Office Look |
Required Columns
Property to Map | Data / Values | Description |
Product Code (Main Product) | Primary Product | The main (primary) product. The outfit belongs to it. |
Product Code (Outfit Product) | Secondary Products | The other products in the look. Use one row for each one. |
Outfit Code | Outfit Code | The internal identification code for the imported outfit. |
Notable Columns
Property to Map | Data / Values | Description |
Product Role (Outfit Product) | Outfit Product Role | Only the word Replaceable makes a product removable. Anything else, or a blank cell, makes it Mandatory. |
Outfit Name | Friendly internal identification name. | If the same outfit code is given different names on repeating lines, the import uses the first filled-in value. |
Wardrobe Item (Outfit Product) | Wardrobe Designation | True means a styling item; False means a regular product. If you leave it blank or unmapped, it's treated as a regular product. |
Custom Outfit Properties | Custom Property Values | Any custom properties you have created at the Outfit level can be mapped to an outfit. |
Production Type ID | Production Type Internal ID: 01, 02, etc. | For assigning an Outfit to a specific Production under the Product. See Notes. |
Notes / Callouts
See the Outfits Overview article here for a better understanding of Outfit structures, including Primary, Secondary, & Role (Strictness) states.
If the main product is already in the job, its outfits are skipped. You can't add outfits to existing products by re-importing.
If a product has several outfits, use Production Type IDs to choose which outfit is used for which production type. Enter the numbers and separate them with commas. If left blank, the outfit is used for the workflow's first production type
Talent & Crew
This import adds people who work on shoots, such as models, photographers, and stylists. Each row creates a new Resource User with a Talent & Crew profile attached.
Where to Import
Talent & Crew → Add → From File. Download the template and the Reference Data file, fill in the template, upload it as
.xlsx.
Expected Format
First Name* | Last Name | Employment Type ID* | Skill IDs* | Contact Email |
Anna | Berg | 20 | [Model ID] | |
Thomas | Lee | 10 | [Photographer ID],[Stylist ID] |
Required Columns
Property to Map | Data / Values | Description |
First Name | Text String | Every row requires this to name the user. |
Employment Type ID | Permanent= Freelance= | Numbers from the Reference Data file. Separate several with commas. |
Notable Columns
Property to Map | Data / Values | Description |
Country ID | IDs from the Reference Data file | If you leave it blank, the studio's own country is used. |
Agency ID | IDs from the Reference Data file | For multiple IDs, separate by commas. |
Rate ID | Ds from the Reference Data file | For multiple IDs, separate by commas. |
Portfolio/Social URLs | URLs | URL must be valid/reachable at the time of import to successfully attach. |
System User Property | Any | Last Name, Display Name, Pronouns, Job Title, Contact Email, Phone, Address, Zip Code, City. |
Custom User Property | Any | Any custom properties you have created at the User level can be mapped to a Talent & Crew User. |
Notes / Callouts
The import always creates new resource users. It can't add a profile to an existing licensed User. A row can match someone already in Talent & Crew (same full name, phone, or contact email) & system will ask if you want to skip.
Headers must match the template. Any column it doesn't recognise stops the whole file with "Column '…' is not recognized". Capitalization doesn't matter.
For Employment Type ID, at least one skill has to be a talent or photography skill, or one of the studio's custom skills. Otherwise, the row fails with "No valid skill."
For Agency/Rate ID, if an ID isn't recognised, the person is still created, but their agencies (or rates) aren't saved, and you see a warning.
Only the first worksheet is read, and it can have up to 5,000 rows.