What is Spreadsheets Importer?

“Spreadsheets Importer” allows you to bulk import new catalog, CRM, contract, and royalty data into Reprtoir using predefined Google Sheets templates. You fill these templates with your metadata, including custom Tags and, when needed, additional identifiers, then upload them to your account.

The Spreadsheet Importer only creates new items. It does not update existing data already stored in your account.

Uploaded files are automatically scanned by a validation engine that checks structure, required fields, controlled values, and formats before importing them. If any error is detected, you must correct your file and try again.

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Where can find the Spreadsheets List?
To display the Spreadsheets list, open the navigation menu on the left of the Workspace, click the “Catalog Management” icon, go to the “Import Tools” section, and click the “Spreadsheets” list.

Quick Start Video (05:15)

We strongly recommend watching this short introduction before preparing your first import.

Reprtoir Spreadsheets Templates List

To view all available Spreadsheet templates, visit the dedicated page “Spreadsheet Templates List”.

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Disclaimer
For best results, always work from a copy of the template stored in your own Google Drive. Open the template and select "File > Make a Copy". Alternatively, you may download the file as Excel (XLSX) if needed, but Excel is not officially supported and may cause compatibility issues. Never modify or rename any column header. Changing template headers prevents the import process from functioning.

Spreadsheet Importation Step by Step

Follow the process below to add a CWR file:

◼ 1. Adding a Spreadsheet

To create a new Spreadsheet:

Open the navigation menu on the left of the Workspace.
Click the “Catalog Management” icon.
In the “Import Tools” section, click the “Spreadsheets” list.
Click the orange “New Spreadsheet” button at the top right of the list.

A pop-up window opens with the following fields:

Fields	Instructions
Name	Enter a name for the new Spreadsheet
Template	Choose a Spreadsheet Template

Click the orange “Save” button to create the Spreadsheet. It will appear immediately in the “Spreadsheets” list, and a Spreadsheet Panel will open in the Workspace.

In the Spreadsheet Panel, you will find a link to the latest Google Sheets template for the selected type.

◼ 2. Get the Spreadsheet Template

To prepare your data:

Open the Spreadsheet Template from the Spreadsheet Panel.
In the Google Sheets menu, click “File”.
Click “Make a copy”.
Name the copy and choose a location in your Google Drive.
Click “OK” to save.

You may download the file as Excel (.xlsx) if you prefer working locally, but Excel is not officially supported and may lead to compatibility issues.

◼ 3. Completing the Spreadsheet

Spreadsheet templates usually contain at least three tabs:

an Instructions tab
a Data tab
a Reference tab

Enter your data exclusively in the Data tab.

Adding Data

To ensure consistent imports, follow these rules:

Do not rename existing column titles, except when adding custom Tag Category or Custom Identifier columns (see “Adding Custom Tags” and "Adding Custom Identifiers" below).
Do not reorder or delete existing columns.
Columns in orange with an asterisk “*” are mandatory.
“Album Volume” and “Track Position” values must be filled in ascending order.
When multiple Artists, Publishers, Labels, etc. must be listed, separate values with commas.
Dates must use the “DD/MM/YYYY” format.
For controlled values, use only those listed in the Reference tab.

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Hover over column headers in the Spreadsheet to display detailed instructions.

Adding Custom Tags

Reprtoir Spreadsheets allow you to import your own custom Tags.

Before adding Tags:

Ensure the Tag Category exists in your Reprtoir account (such as “Moods”).
Create the Tag Category if needed.

For more information, see the “About Properties” documentation.

To add Tags:

Insert a new column at the far right of the Spreadsheet.
Name the column using the correct pattern.

Examples:

For a global Tag Category: “Tags: Moods”
For the “Albums & Albums” template:
- Track Tag: “Track Tags: Moods”
- Album Tag: “Album Tags: Moods”

During import, Reprtoir automatically links existing Tags or creates new Tags when they do not already exist.

Adding Identifiers for Royalty Accounting

Some royalty statements rely on identifiers that are not included by default in Spreadsheet templates.

When this is the case, you must add the corresponding identifier columns manually, using the exact column names defined for each template.

The required identifier columns depend on:

the Spreadsheet template you are using
the royalty provider and statement format

Each template has its own dedicated reference page listing the supported identifier columns and their exact column names:

“Identifiers for Tracks & Albums Template”
“Identifiers for Videos Template”
“Identifiers for Works Template”
“Identifiers for Products Template” (Soon)

If a provider requires an identifier that is not listed on the reference page for the template you are using, it is not supported in this context. In that case, please contact us.

Once correctly imported, identifier columns are used automatically during royalty processing to match statement lines with your assets.

◼ 4. Exporting the Spreadsheet

When your data is ready:

Open the Data tab in Google Sheets.
Click “File”.
Click “Download”.
Select “Comma-separated values (.csv)”.

Save the CSV file to your computer. This is the file you will upload into Reprtoir.

◼ 5. Uploading the Spreadsheet

To upload:

Return to the Spreadsheet Panel in Reprtoir.
Scroll to the bottom of the panel.
Upload your CSV file.

The validation engine checks structure and consistency. If no errors are found, your data is imported immediately.

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Template Outdated Alert
This alert means your file is older than the latest template version. Download a new template, copy your data into it, and try again.

◼ 6. Correcting Errors

If errors are detected, the Spreadsheet system displays a structured list showing:

the line number
the column name
the error message

Correct the file in Google Sheets, export a new CSV, and re-upload it until the list is empty.

When no errors remain, your data is imported.

Full Error Reference

For the complete list of all validation errors supported by the Spreadsheet Importer, please refer to the dedicated page “Spreadsheets Validation Errors List”.

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All errors are shown directly in the UI, with the line number, the column name, and a clear message. Fix your Spreadsheet, export a new CSV, and upload it again until the error list is empty.