Create/Download/Update Collection Hierarchy using a CSV

This page details the functionality of using a CSV file to manage collection. This is a common functionality that has to be enabled for any collection category. It is part of generalized collection editor.

Create hierarchy through a csv

A collection hierarchy (folder structure) can be created using collection editor UI. This is an option to create the entire hierarchy through a csv (“Create folders using CSV”). This option is present as part of the collection editor. This is a one time option only and if there are some nodes created in the collection hierarchy, this option is disabled.

Here is the template of the CSV to create a collection hierarchy

Clicking “Create folders using CSV” option, Upload CSV screen should open up. The screen should have following options

1. Option to select a Folders CSV from user’s system (of user’s system)

2. There is a link to sample file: “Sample CSV”

3. User selects folders file, user clicks “Upload”. System provides a message “Validating file”

4. The system should first validate file. Following are the validations:

   1. All the columns are present: All columns as in the template should be present

   2. All the mandatory columns have values filled in: “Level 1 Folder” is mandatory. If any Level columns are filled in, all the previous level columns are mandatory.

   3. There are no duplicate folders: The sequence of all level folder names should be unique. For example,

      1. Following are duplicate rows:

         1. Row 1 - Level 1: Chapter 1, Level 2: Explanation Content, Level 3: Explanation Videos

         2. Row 2 - Level 1: Chapter 1, Level 2: Explanation Content, Level 3: Explanation Videos

      2. Following are NOT duplicate rows:

         1. Row 1 - Level 1: Chapter 1, Level 2: Explanation Content, Level 3: Explanation Videos

         2. Row 2 - Level 1: Chapter 2, Level 2: Explanation Content, Level 3: Explanation Videos

5. In case there are errors in the file validation, display relevant error message on the Upload dialog: “The file has following errors. Please check and upload again”

   1. Some columns are not available:
      “Following columns are not found in the file: <list the missing column names>”

   2. Some mandatory columns have values missing:
      “Following rows have missing values: <list the row numbers (starting from 1) with missing values>“

   3. Some duplicate rows found:
      ”Following rows that are duplicate: <list the row numbers (starting from 1) that are duplicate>“

6. In case file doesn’t have any validation errors, the dialog shows “Upload is in progress” (note: this is a synchronous process)

7. Once the upload is complete, the dialog closes and updated folder hierarchy is shown in the collection editor.

Download hierarchy csv

There is an option to download the folders of a collection as a csv (“Download folders as CSV”). This option is present as part of the collection editor. This option is to download the folders a CSV so that use can update the attributes or link assets to the folders through this CSV, instead of using the editor UI.

Here is the template of the Folders CSV that will be downloaded.

Update folder metadata and linked assets through a csv

The folder metadata can be updated using collection editor UI. Assets can also be linked to folders using the UI. This is an option to perform these operations using a csv (“Update folders using CSV”). This option is present as part of the collection editor.

Here is the template of the Folders CSV that will be used for the update.

Clicking “Update folders using CSV” option, Upload CSV screen should open up. The screen should have following options

1. Option to select a Folders CSV from user’s system (of user’s system)

2. There is a message stating “This should be the same file that you have downloaded using “Download folders as CSV” option”

3. User selects folders file, user clicks “Upload”. System provides a message “Validating file”

4. The system should first validate file. Following are the validations:

   1. All the columns are present: All columns as in the template should be present

   2. All the mandatory columns have values filled in. Following columns are mandatory:

      1. Collection Name, Folder Identified

      2. “Level 1 Folder” is mandatory. If any Level columns are filled in, all the previous level columns are mandatory.

   3. Validations for each column:

5. In case there are errors in the file validation, display relevant error message on the Upload dialog: “The file has following errors. Please check and upload again”

   1. Some columns are not available:
      “Following columns are not found in the file: <list the missing column names>”

   2. Some mandatory columns have values missing:
      “Following rows have missing values: <list the row numbers (starting from 1) with missing values>“

   3. Some duplicate rows found:
      ”Following rows that are duplicate: <list the row numbers (starting from 1) that are duplicate>“

6. In case file doesn’t have any validation errors, the dialog shows “Upload is in progress” (note: this is a synchronous process)

7. Once the upload is complete, the dialog closes and updated folder hierarchy is shown in the collection editor.