Upload your publications in bulk

You are here:

How to upload your publications in bulk using an Excel or Google sheet.

Learn how to upload your publications in bulk using a CSV file.

After all, you must ask to support team your access to publica.la’s SFTP, there’s where you’re going to upload your content as their covers.

Step by step:

  1. All the files that you’re going to upload to your SFTP account have to be named by ISBM. This makes it easier for the system to find them.
  • Get into the SFTP from Filezilla.
  1. After you upload all your files to the SFTP, you have to create your metadata’s CSV. Open a form, click in File and choose Make a copy. There is where you can fill the form with information. You can delete columns or keep it there with no information in it.

Note:

  • The file has to be a CSV one (comma-separated values)
  • There is no need to add all columns for an import, only the column marked as Required.

Columns details:

  • external_id: required, is a unique identifier for the publication. It is usually used for the ISBN. It can contain an alpha-numeric characters, as well as dashes and underscores with 250 characters max.
  • free: optional, in case the publication is free, it must contain 1. It must be a boolean: 0 or 1.
  • free_to: optional, in case the publication is free up to a certain date It must contain the date in yyyy-mm-dd “year-month-day“ format (2019-04-28).
  • require_login: optional, in case the publication requires login when free, it must contain 1. It must be a boolean: 0 or 1.
  • preview: optional, in case the publication is previewable it must contain 1. It must be a boolean: 0 or 1.
  • require_login_for_preview: optional, in case the publication requires login when previewable it must contain 1. It must be a boolean: 0 or 1.
  • name: required, is the name of the publication. It must contain with 200 characters max.
  • description: optional, is the description of the publication. It must contain with 10000 characters max.
  • private_material: optional, the private material of the publication. It can only be viewed by users with access to the publication. It must contain with 10000 characters max.
  • published_at: optional, if you need to specify a publication date or datetime. It must contain the date in “day-month-year” and if you want to add a time, then you need to add the value like this “hour:minute:second”.

Example:

    • If the value is only a date, the format is yyyy-mm-dd “year-month-day” (2019-04-28).
    • If the value is a datetime, the format is yyyy-mm-dd hh:mm:ss “year-month-day hours:minutes:seconds“ (2019-04-28 00:00:00).
    • If the field is empty, the default value is the current datetime.
  • file_url: required, the value depends on how is the operation:
    • Without FTP: is a URL from which to download the publication.
    • From FTP: is a PATH with the location of the publication inside a /files directory. This file must be PDF, or EPUB. Use the ISBN as the file name. The filename must be without spaces and without characters non-alphanumerics.

Example: username_ftp/files/isbn_code.pdf (username/files/123abc.pdf). (a) (c)

Valid extensions: PDF, EPUB or MP3.

 

If the file is with a mp3 extension:

You can add one or multiple track files for an Audiobook. If you want to add multiple tracks, you need to add this | character to separate between them. To do this, you need to follow this example format:

        • One track: username_ftp/files/isbn_code.mp3 (username/files/123abc.mp3). (a) ©

 

  • Multiple tracks:

 

username_ftp/files/isbn_code-1.mp3|username_ftp/files/isbn_code-2.mp3

(username/files/123abc-1.mp3|username/files/123abc-2.mp3). (a) (c)

  • cover_file_url: optional|recommended, the value depends on how is the operation:
    • Without FTP: a URL from which to download the publication cover.
    • From FTP: a PATH with the location of the publication cover inside a /files directory. This file must be JPG or PNG. Use the ISBN as the file name. The filename must be without spaces and without characters non-alphanumerics.

Example: username_ftp/files/isbn_code.jpg (username/files/123abc.jpg). (a) (b) ©

 

  • file_type: required, is the type of file. It must be pdf, epub or audio. ©
  • lang: required, the language of the publication. It must be es or en. (c)
  • retail_enabled: required, set this field to 1, if you want to offer the publication in the Marketplace under the retail license. If this field is 1, the prices field will be required and you must provide a price in USD.
  • prices: optional, is a string with the format currency_id:amount. Supports multiple values ​​by separating them with the character |.
    • currency_id can be ARS, USD, EUR, MXN, COP, PEN or CLP.
    • amount is the value of the price, in float or integer format.

For example: If we want to set the price of a publication to 500 ARS, 300000 CLP and 9.99 USD: ARS:500|CLP:300000|USD:9.99

  • ppu_enabled: required, configures the publication to be offered in the “Publicala Marketplace” under the PPU (Pay Per Use) license. It must be 0 or 1.
  • ppu_prices: optional, but required IF ppu_enabled equals 1. Sets the PPU license price, and follows the same format as the prices field, but it only accepts prices in USD (for example: USD:40 to set the price to 40 american dollars).

 

Taxonomies columns:

All taxonomies columns are optional. You will be able to add and use the standard taxonomies columns or/and add/create customizable taxonomies columns.

 

  • Standard taxonomies columns:

 

    • keyword: optional, supports multiple values ​​by separating them with the character |. Maximum of 250 characters.
    • category: optional, supports multiple values ​​by separating them with the character |. Maximum of 250 characters.
    • collection: optional, supports multiple values ​​by separating them with the character |. Maximum of 250 characters.
    • author: optional, supports multiple values ​​by separating them with the character |. Maximum of 250 characters.
    • publisher: optional, supports multiple values ​​by separating them with the character |. Maximum of 250 characters.
    • country: optional, supports multiple values ​​by separating them with the character |. Maximum of 250 characters.
    • edition: optional, supports multiple values ​​by separating them with the character |. Maximum of 250 characters.
    • narrator: optional, supports multiple values ​​by separating them with the character |. Maximum of 250 characters.

 

 

  • Customizable taxonomies columns:

 

To add/create customizable taxonomies columns, all these columns must have this prefix: taxonomy_. After of this prefix, you need to add the taxonomy name.

Examples: taxonomy_titles, taxonomy_city, taxonomy_genre, etc.

Also, these are optional, supports multiple values ​​by separating them with the character | . Maximum of 250 characters.

 

Considerations

  • (a): Upload the publications files to the SFTP, you’ll be provided write access inside a /files directory.
  • (b): Supported publication cover files are JPG and PNG with a minimum resolution of 256×256 pixels.
  • (c): This field cannot be updated.

 

  1. After you finish filling the form you have to save it as a CSV file (comma-separated values).

We recommend working with Google sheets because it lets you export the CVS file.

  1. Go to Control Panel inside your Store, then Settings -> Imports.

  1. Click on New Import, choose the option Import Publications and add the CSV file you created.
  2. Click on Create Import and the process will run automatically. 

When the process was finished, you could see if it was successful or any error had happened.

If the process still appears as “Processing” you have to refresh the web to finally see how it was.

Common errors

In See details off report you could see if any error happened. In this case, you could see the errors on the line that actually happened. That line is exactly the same as in the form, taking number 1 (one) as the first.

The different common errors that could happen are:

  • Invalid header: this is one of the most common errors and usually comes from to causes:
    • You modified by hand a header’s data and didn’t match with the file as an example. 
    • When you save the file, it has not been saving it as a CVS file. This happens when you use some desktop Excel versions that keep the file with another kind of format. You can avoid this by using Google Sheets. 
  • Date with format’s error: you have to keep the date’s format as it has been indicated in the past items. Example: using forward slash instead of dashes (2020/01/20) or writing it in another order (01/20/2020) or shortening the year to two numbers (01-20-20)
  • Excessive characters: you haven’t respect the limit fields’ number of characters in each case. Example: adding all the keywords that refer to the publication you exceed the character’s limit.
  • File not found: you forgot to upload a publication in the SFTP and the system can’t find it. This can happen to the covers too.