What are Spreadsheets Importer?

"Spreadsheets Importer" allows the bulk import of various data types into Reprtoir via Google Sheet templates that you fill out - 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.

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Quick Start Video (6 min)

We strongly advise you to watch the video below to be quickly operational.

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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 where you are only using the Music Sharing solution. It is not possible to create Releases or calculate Royalties without Albums.

(2) These templates only work with Contracts containing only one Rights-Holder. Please create the Contract in the Workspace if they contain multiple Rights-Holders.

(3) This template only works with "Money Out" type contracts containing only one Rights-Holder. Please create the Expense in the Workspace if it covers multiple Rights-Holders.

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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 on 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:

To save the new Spreadsheet, click on the orange button "Save" 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.

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Working with Spreadsheets

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.

Copy (advised) or download the Spreadsheet template

To start, we advise you to copy the opened Google Sheet into your Google Drive account by copying the Spreadsheet from the "File > Make a Copy" menu.

Alternatively, you can download the file on your desktop in Excel (.xlsx) format from the "File > Download > Microsoft Excel (.xlsx)" menu.

Fill in a Spreadsheet

Spreadsheet templates contain three tabs located at the bottom left of the file:

1. The first tab will give you the instructions like on this page
2. The second will be used to fill in your data
3. The last is the list of required elements on the selects

Here are the main rules to follow to fill in metadata:

• Do not rename any column titles except custom Tag Categories columns (read Adding Tags below).
• Do not reorder the columns.
• Column heading titles written in orange and ending with an asterisk ("****") are mandatory.
• "Album Volume" and "Track Position" must be filled in ascending order (A-Z).
• Multiple Artists, Publishers, Labels, etc., in a single cell must be separated with commas.
• Dates must be added in the "DD/MM/AAAA" format.

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For more details, hover over the Spreadsheet column headings to display column-specific instructions.

Adding Custom Tags

Spreadsheets allow you to import any data as custom Tags.

To get started, ensure the custom "Tag Category" you want to add already exists in your Reprtoir account. If not, create it. To learn more about Tagging, follow this link.

Adding Tags to the "Albums and Tracks" Template

Add a new column to the far right of the Spreadsheet and name it with the targeted Tag Category name. For example:

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

Adding Tags to Any Other Template

Add a new column to the far right of the Spreadsheet and name it with the targeted Tag Category name. For example:

• to add a Category Tag (i.e. "Moods"), name the new column "Tags: Moods".

Exporting a Spreadsheet

When you have finished filling in 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)".

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Uploading a 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.

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

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If you see a "Template Outdated" alert, an update is needed. The reason is that the version of the template you downloaded no longer matches the latest template version. You must then download the new template, copy your data into it, and retry.

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Errors

If 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.

When there are no more detected errors, you will get a success message, and your data will be immediately added to your account.

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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.