Spreadsheets

What is Spreadsheets?

Spreadsheets allow the bulk import of different 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.

Video quick start guide (6 min)

We strongly advise you to watch this video to be quickly operational.
What is Reprtoir Spreadsheets?

Spreadsheet templates list

Type
Template & Link to Google Sheet
Assets
Assets
Tracks (1)
Assets
Videos
Assets
Works
CRM
Contacts
CRM
Companies
Contracts
Contracts
Contracts
Contracts
Contracts
Contracts
Royalties
(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.

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, and click on "Spreadsheets" under the "Import Tools" section.
To add a new Spreadsheet, click on the orange button "New Spreadsheet" located at the top right of the list. A pop-up window will open to enter the necessary data to add a new Spreadsheet.
Fields
Instructions
Name *
Enter a name for the Spreadsheet
Template *
Choose a Spreadsheet template
To save the new Spreadsheet, click on the orange button "Save" located at the bottom right of the pop-up window. The new Spreadsheet will be immediately available in the "Spreadsheets" list and open in the Workspace. To stop the action, click on the grey "Cancel" button next to it.

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.
If you see a "Template Outdated" alert, an update is needed.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.

Copy or download the Spreadsheet template

To start, we advise you to copy the opened Google Sheet into your own 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 instructions

Spreadsheet templates contain three tabs located at the bottom left of the file. The first tab will give you the instructions like on this page. The second will be used to fill in your data. The last is the list of required elements on the selects.
Fill in the second tab (i.e. "Albums & Tracks"). Here are the main rules to follow to fill in metadata:
  • Do not rename any column titles except 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 in natural ascending order.
  • Multiple Artists, Publishers, Labels, etc., in a single cell, must be separated with commas.
  • Dates must be added in the "DD/MM/AAAA" format.
For more details, hover over the Spreadsheet column headings to display column-specific instructions.

Adding Tags to the "Albums and Tracks" template

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.
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 data, 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)".

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 are immediately added to your account.

Correcting 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
  • 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 are immediately added to your account.

List of Errors

Headers - All template errors
This column is not supported
Tag Category does not exist
Albums/Tracks - Template errors
Album Volume must be present
Album Volume invalid
Track Position must be present
Track Position invalid
Track Catalog must be present
Track Catalog not found
Album Catalog must be present
Album Catalog not found
Album Title must be present
Album Title Language is invalid
At least one Album Main Artist must be present
Artist Name can't be present in more than one Album Artist related column
Main Genre is invalid
Alternate Genre is invalid
ALBUM | First Release Date is invalid (format must be DD/MM/YYYY)
Album Format is invalid
This UPC value can't be present on more than one albums on this sheet
Value for this header must be identical for this album
Tracks - Template errors
Catalog must be present
Catalog not found
Title must be present
At least one Track Main Artist must be present
Artist Name can't be present in more than one Track Artist related column
Main Genre is invalid
Alternate Genre is invalid
Videos - Template errors
Catalog must be present
Catalog not found
Title must be present
Title Language is invalid
Main Genre is invalid
Alternate Genre is invalid
Video ISRC is invalid
YouTube ID or URL is invalid
Video Production Year is invalid
Video Ownership is invalid
Video Language is invalid
Video Explicit Content is invalid
Artist Name can't be present in more than one Video Artist related column
Works - Template errors
Catalog must be present
Catalog not found
Title must be present
Title Language is invalid
Work Creation Year is invalid
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 sheet
First Name must be present
Last Name must be present
Main Email Address is invalid
Additional Email Address is invalid
Additional Email Address must be different from Main Email Address
Country is invalid
Companies - Template errors
This Company Name value can't be present on more than one company on this sheet
Name must be present
Main Email Address is invalid
Additional Email Address is invalid
Additional Email Address must be different from Main Email Address
Country is invalid
Contracts - All Contract templates errors
Name must be present
Organization must be present
Organization is invalid
Exclusivity must be present
Exclusivity is invalid
Start Date is invalid (format must be DD/MM/YYYY)
End Date is invalid (format must be DD/MM/YYYY)
End Date must be after Start Date
Resignation Notice must be a number
Resignation Notice Unit must be present if Resignation Notice is filled
Resignation Notice Unit is invalid (should be Month or Year)
Auto Renewal is invalid
Renewal Duration must be a number
Renewal Duration Unit must be present when Renewal Duration is filled
Renewal Duration Unit is invalid
Calculation base must be present
Calculation base should be either Gross or Net
Expenses - Template errors
Name must be present
Contract - Money Out must exist
Contract - Money Out not found
Contract - Money Out must be associated to exactly 1 payee (x found)
Date must be present
Date (*) is invalid (format must be DD/MM/YYYY)
Amount must be present
Amount (*) must be a number
Currency must be present
Currency is not supported
Foreign Amount must be a number
Foreign Currency was provided without an Foreign Amount
Foreign Amount was provided without an Foreign Currency
Foreign Currency is not supported
Foreign Amount must have a different currency than Amount
EXPENSE SPLIT | Organization (*) must be present
EXPENSE SPLIT | Organization (*) must be a number
Sum of Expense Splits (Organization and Rights-Holder) must be equal to Amount
EXPENSE SPLIT | Rights-Holder (*) must be present
EXPENSE SPLIT | Rights-Holder (*) must be a number
Sum of Expense Splits (Rights-Holder and Organization) must be equal to Amount