Exporting titles to ONIX and Excel
ONIXEDIT Cloud writes the titles of a catalogue to a file that you download from the browser: an ONIX 2.1, ONIX 3.0 or ONIX 3.1 file, in REF or SHORT tags, or an Excel file built on the catalogue's template. You choose the titles by selecting them, by searching, or by exporting the whole catalogue, and the file is produced by a background task in the Notifications menu of the top bar.
Where to find it
The export entries are in the Actions list of the title list toolbar. No catalogue right is needed: every user who can open the catalogue can export it, including a user with the Read right only. Which entries appear depends on the catalogue and on your account:
| Entry | Shown when |
|---|---|
| Export selected products to ONIX 2.1 REF, Export selected products to ONIX 2.1 SHORT | The catalogue is ONIX 2.1. |
| Export selected products to ONIX 3.0 REF, Export selected products to ONIX 3.0 SHORT, Export selected products to ONIX 3.1 REF, Export selected products to ONIX 3.1 SHORT | The catalogue is ONIX 3.0; or it is ONIX 2.1 and your Cloud account has ONIX 3.0 option 1; or it is ONIX 2.1 and validated in strict ONIX 3 mode. In the last two cases the 2.1 metadata is converted to ONIX 3 on export. |
| Export selected products to Excel | Always. |
Screen overview
Every export starts with a Confirmation dialog that names the format and the titles concerned. Nothing is exported until you click Yes.
What gets exported
The titles included are decided in this order, and the confirmation message tells you which case applies:
| You have… | Message | Titles exported |
|---|---|---|
| Selected titles (checked rows, on any page) | "Do you want to export current selection as ONIX 2.1 REF file?" | The selection. |
| No selection but an active search: Advanced Search, full-text search or an Index letter | "Do you want to export the current search results as ONIX 2.1 REF file?" | The search results. |
| Neither | "There is currently no product selected. Do you want to export all products of the catalogue as ONIX 2.1 REF file?" | The whole catalogue. |
The file keeps the sort order of the list. When the number of titles exceeds the limit allowed for one task, the message says that only the first titles are exported ("Do you want to export the first … products of the catalogue…"): narrow the search or split the export. The limit is set by your administrator.
How to export an ONIX file
- Select the catalogue in the top bar, then choose the titles: check them, run a search, or clear every search to export everything (the Show selected products button confirms what is selected).
- Open Actions and choose the format, for example Export selected products to ONIX 3.0 REF.
- Read the Confirmation message and click Yes.
- Open the Notifications menu. The task (Export products to ONIX 3.0 REF) shows as queued, then in progress with a percentage, then completed.
- Click the file name shown under the task to download the ONIX file.
How to export to Excel
- Choose the titles as above.
- Open Actions and choose Export selected products to Excel.
- The dialog is titled WARNING! and reminds you that "The exported Excel file will only contain a subset of your metadata. To obtain a complete file you must export to ONIX." Click Yes.
- Download the file from the Export to Excel task in the Notifications menu.
The Excel file is the catalogue's own template — the one you get with Download the Excel template — filled with your titles, one row per title and one column per metadata element the template covers. You can edit it and import it back: existing titles are updated, new rows are created.
How to download the result
Click the Notifications button of the top bar. A completed export shows its type and date and the name of the file as a link; click the link to save the file. A failed task shows More Details, which opens the Error Details dialog. Delete task removes a task and its file once you have it; Clear all tasks notifications removes every finished task.
How to back up your metadata
An ONIX export of the whole catalogue is a complete, free backup of your metadata:
- In the title list, clear any selection and search — the Clear selection button and the red Clear all searches button of the toolbar — so the export covers the whole catalogue.
- Open Actions and export in the catalogue's own ONIX version: Export selected products to ONIX 2.1 REF for an ONIX 2.1 catalogue, Export selected products to ONIX 3.0 REF for an ONIX 3.0 catalogue. Do not use a converted format for a backup, even if your account offers it.
- Download the file from the Notifications menu and check its size and title count, for example by opening it in a browser or a text editor.
To restore, use Import an ONIX file on the same catalogue (see Importing titles): titles present in the file are updated with the backed-up content.
Tips
REF or SHORT, 3.0 or 3.1
REF and SHORT carry the same content; REF is readable, SHORT is smaller. ONIX 3.1 is the current release of ONIX 3 and the one most partners now accept; pick 3.0 only for a partner that has not moved yet. See ONIX 3.0 and options.
Cover images are not in the file
An ONIX file references your cover images and media files by URL; it does not contain them. To send files to a partner together with the metadata, use Transmit to Partners.
Frequently asked questions
Which titles does an export contain?
The selected titles if any are selected; otherwise the results of the current search or index letter; otherwise the whole catalogue. The confirmation dialog states which case applies before anything is exported.
What is the difference between REF and SHORT?
Both files carry the same metadata. REF uses the long reference tag names and is easier to read; SHORT uses the short tag names and produces a smaller file. Ask your partner which one they expect.
Why do I not see the ONIX 3.0 and 3.1 export entries?
They are shown for an ONIX 3.0 catalogue, and for an ONIX 2.1 catalogue only when your account has ONIX 3.0 option 1 or the catalogue is validated in strict ONIX 3 mode. Otherwise a 2.1 catalogue exports to ONIX 2.1 only.
Where is my exported file?
In the Notifications menu of the top bar. When the task is completed, the file name is a link; click it to download the file. It stays available until you delete the task.
Is the Excel file a complete export of my metadata?
No. The Excel file follows the catalogue's template and holds a subset of the metadata. For a complete copy, export to ONIX.
Related
- Actions on titles — the rest of the Actions list.
- Importing titles — the Excel template and the ONIX import.
- Searching titles — building the search an export is based on.
- Reports — reports and error lists.
- Transmit to Partners — sending exports directly to a partner.
- ONIX 3.0 and options — why the 3.0 and 3.1 entries appear.