Spreadsheets Importer

What is Spreadsheets Importer?

"Spreadsheets Importer" allows the bulk import of various data types into Reprtoir via Google Sheet templates that you fill out with your Metadata - including your custom Tags - and then upload to your account.

To avoid errors, the uploaded Spreadsheets are automatically scanned by an intelligent engine that checks the consistency and conformity of the data before importing them.

If the system detects any errors, you are prompted to fix them and try again.

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Where can find the Spreadsheets List?

To display the Spreadsheets list, go to the navigation menu located at the left of the Workspace, click on the "Catalog Management" icon, browse to the "Import Tools" section, and click on the "Spreadsheets" list.


Quick Start Video (5:15)

We strongly advise you to start by watching the video below to get up and running quickly.


Spreadsheet Templates List

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Important

(1) We do not recommend creating orphaned Tracks, i.e. without including them in an Album, except for Users who exclusively utilize Reprtoir's music-sharing solution. If your company releases music or needs to perform royalty calculations, we highly recommend using the "Tracks into Albums" template instead. It offers enhanced functionalities tailored to meet your specific

(2) This template is specifically designed for Contract with a single Rights-Holder. If your Contract involves multiple Rights-Holders, please create the Contract within the workspace instead.

(3) This template is specifically designed for the "Contract - Money Out" type, which is intended for contracts with a single Rights-Holder. If your contract involves multiple Rights-Holders, please create the Expense within the workspace instead.


Spreadsheet Importation Step by Step

Follow the process below to add a CWR file:

  1. Adding a Spreadsheet
  2. Get the Spreadsheet Template
  3. Completing the Spreadsheet
  4. Exporting the Spreadsheet
  5. Uploading the Spreadsheet
  6. Correcting Errors

โ—ผ 1. Adding a Spreadsheet

To add a Spreadsheet, go to the navigation menu located at the left of the Workspace, click on the "Catalog Management" icon, browse to the Import Tools" section, and click on the "Spreadsheets" list.

Then click the orange button "New Spreadsheet" at the top right of the list. A pop-up window will open to enter the necessary data to add a new Spreadsheet:

FieldsInstructions
NameChoose a Spreadsheet Template
TemplateEnter a name for the new Spreadsheet

To save the new Spreadsheet, click the orange "Save" button at the bottom right of the pop-up window. The new Spreadsheet will be immediately available in the "Spreadsheets" list, and a Spreadsheet panel will open in the Workspace.

In the Spreadsheet Panel, you will find a section to access the latest Spreadsheet template available on Google Sheets. By following the link, you will be redirected to Google Sheets.

โ—ผ 2. Get the Spreadsheet Template

To take full advantage of all the associated features, including dynamic lists and controls, we highly advise copying the open Google Sheet to your Google Drive account. To make a copy of the Spreadsheet Template and save it to your own Google Drive account, follow these steps:

  1. Open the Spreadsheet Template.
  2. Click on "File" in the menu.
  3. Select "Make a Copy" from the dropdown menu.
  4. Provide a desired name for the copy.
  5. Choose the location in your Google Drive where you want to save the copy.
  6. Click "OK" to create a copy in your Google Drive account.

Alternatively, you can download the file in Excel (.xlsx) format if you prefer to work directly on your desktop. Please note that while we provide this alternative option, we cannot guarantee its compatibility or functionality and cannot be held responsible for any issues that may arise. To download the Spreadsheet Template on your desktop, follow these steps:

  1. Open the Spreadsheet Template.
  2. Click on "File" in the menu.
  3. Select "Download" from the dropdown menu.
  4. Choose the desired file format, such as "Microsoft Excel (XLSX)".
  5. The file will be downloaded to your computer, and you can open it with the corresponding software.

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Please do not modify the menu headers in any circumstance, as doing so may render the file import process impossible. Maintaining the original structure of the menu headers is crucial to ensure smooth importing functionality.

โ—ผ 3. Completing the Spreadsheet

Spreadsheet templates consist of three tabs at the file's bottom left corner. The initial tab provides general information and instructions, while the second tab is designated for inputting your data. The final tab comprises a comprehensive list of required elements for selection purposes.

Adding Data

To ensure accurate data entry, please adhere to the following key guidelines:

  • Avoid renaming any column titles, except for custom Tag Category columns (see Adding Tags below).
  • Do not reorder the columns.
  • Column headings in orange and marked with an asterisk ("*") are mandatory fields.
  • The fields "Album Volume" and "Track Position" must be filled in ascending order (1-9).
  • When entering multiple Artists, Publishers, Labels, etc., within a single cell, separate them with commas.
  • Dates should be added in the "DD/MM/AAAA" format.

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For additional details, hover over the column headings in the Spreadsheet to view specific instructions for each column.

Adding Custom Tags

Reprtoir Spreadsheets allow you to import your own custom Tags. First, ensure that the desired custom "Tag Category" already exists in your Reprtoir account. If it does not exist, create it. For more information on Tagging, please refer to this link, please refer to this link.

To add Tags to any Template, insert a new column on the far right of the Spreadsheet and label it with the corresponding Tag Category name. For example, if you wish to include a Category Tag such as "Moods", name the new column "Tags: Moods".

When adding Tags to the "Tracks into Albums" Template, insert a new column on the far right of the Spreadsheet and label it according to the Tag Category based on Tracks or Albums:

  • To add a Category Tag (e.g., "Moods") to Tracks, name the new column "Track Tags: Moods".
  • To add a Category Tag (e.g., "Moods") to Albums, name the new column "Album Tags: Moods".

โ—ผ 4. Exporting the Spreadsheet

After filling the Spreadsheet with your metadata, export the "Data" tab in CSV (.csv) format to your desktop. If you are on Google Sheets, go to "File > Download > Comma-separated values (.csv)".

โ—ผ 5. Uploading the Spreadsheet

Return to the Spreadsheet Panel and upload your CSV Spreadsheet file from your desktop to the file upload area at the very bottom of the Panel.

The Spreadsheets system is powered by an intelligent engine that checks the consistency and conformity of the data to validate or reject it before importing it into your account.

You will get a success message if no errors are detected, and your data will be immediately added to your account.

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Template Outdated Alert

When encountering a "Template Outdated" alert, it indicates that an update is required. This alert appears when the version of the template you downloaded no longer aligns with the latest version available. To resolve this, you will need to download the new template, transfer your data to it, and attempt again.

โ—ผ 6. Correcting Errors

In case of errors are detected, the Spreadsheet system assists you by clearly indicating what you need to correct, such as whether data is missing or invalid.

The error list contains three columns that refer to the uploaded file:

  • The line number (in your Spreadsheet)
  • The name of the column
  • The error message

Fix the errors in your file and re-upload it until there are no more errors.

You will get a success message when no more detected errors exist, and your data will be immediately added to your account.


Supported Errors List

Headers - All template Errors

  • This column is not supported
  • The tag Category does not exist

Albums/Tracks - Template Errors

  • The Album Volume must be present
  • The Album Volume invalid
  • The Track Position must be present
  • The Track Position invalid
  • The Track Catalog must be present
  • The Track Catalog not found
  • The Album Catalog must be present
  • The Album Catalog not found
  • The album Title must be present
  • The Album Title Language is invalid
  • At least one Album's Main Artist must be present
  • The Artist's Name can't be present in more than one Album Artist related column
  • The Main Genre is invalid
  • The Alternate Genre is invalid
  • The "ALBUM | First Release Date" column is invalid (format must be DD/MM/YYYY)
  • The album Format is invalid
  • This UPC value can't be present on more than one album on this Spreadsheet
  • The value for this header must be identical to this album

Tracks - Template Errors

  • The catalog must be present
  • The Catalog not found
  • The title must be present
  • At least one Track Main Artist must be present
  • The Artist's Name can't be present in more than one Track Artist-related column
  • The Main Genre is invalid
  • The Alternate Genre is invalid

Videos - Template Errors

  • The catalog must be present
  • The Catalog is not found
  • The title must be present
  • The title Language is invalid
  • The Main Genre is invalid
  • The Alternate Genre is invalid
  • The Video ISRC is invalid
  • The YouTube ID or URL is invalid
  • The video Production Year is invalid
  • The Video Ownership is invalid
  • The Video Language is invalid
  • The Video Explicit Content is invalid
  • The Artist's Name can't be present in more than one Video Artist related column

Works - Template Errors

  • The catalog must be present
  • The Catalog is not found
  • The title must be present
  • The title Language is invalid
  • The Work Creation Year is invalid
  • The Work ISWC is invalid (format must be "T-000.000.000-0" or "T0000000000")

Contacts - Template Errors

  • This Contact First Name + Last Name values can't be present on more than one Contact on this Spreadsheet
  • The First Name must be present
  • The Last Name must be present
  • The Main Email Address is invalid
  • The Additional Email Address is invalid
  • The Additional Email Address must be different from Main Email Address
  • The Country is invalid

Companies - Template Errors

  • This Company Name value can't be present on more than one Company on this Spreadsheet
  • The Name must be present
  • The Main Email Address is invalid
  • The Additional Email Address is invalid
  • The Additional Email Address must be different from Main Email Address
  • The Country is invalid

All Contracts - Template Errors

  • The Name must be present
  • The Organization must be present
  • The Organization is invalid
  • Exclusivity must be present
  • The Exclusivity is invalid
  • The Start Date is invalid (format must be DD/MM/YYYY)
  • The End Date is invalid (format must be DD/MM/YYYY)
  • The End Date must be after Start Date
  • The Resignation Notice must be a number
  • The Resignation Notice Unit must be present if Resignation Notice is filled
  • The Resignation Notice Unit is invalid (should be Month or Year)
  • The Auto-Renewal is invalid
  • The Renewal Duration must be a number
  • The Renewal Duration Unit must be present when Renewal Duration is filled
  • The Renewal Duration Unit is invalid
  • The Calculation Base must be present
  • The Calculation Base should be either Gross or Net

Expenses - Template Errors

  • The Name must be present
  • The Contract - Money Out must exist
  • The Contract - Money Out not found
  • The Contract - Money Out must be associated with one Payee (x found)
  • The Date must be present
  • The Date (*) is invalid (format must be DD/MM/YYYY)
  • The Amount must be present
  • The Amount (*) must be a number
  • The Currency must be present
  • The Currency is not supported
  • The Foreign Amount must be a number
  • The Foreign Currency was provided without a Foreign Amount
  • The Foreign Amount was provided without a Foreign Currency
  • Foreign Currency is not supported
  • The Foreign Amount must have a different currency than the Amount
  • The "EXPENSE SPLIT | Organization (*)" column must be present
  • The "EXPENSE SPLIT | Organization (*)" column must be a number
  • The Sum of Expense Splits (Organization and Rights-Holder) must be equal to the Amount
  • The "EXPENSE SPLIT | Rights-Holder (*)" column must be present
  • The "EXPENSE SPLIT | Rights-Holder (*)" column must be a number
  • The Sum of Expense Splits (Rights-Holder and Organization) must be equal to the Amount

If you have any questions about this list, please get in touch with us.