Importing and exporting your store data using our Import/Export system allows you to quickly modify the info that forms the backbone of your store. From updating new products to integrating with third-party services, this system lets you harness the power of Volusion, take control of your store, and extend operations across the web.
To get started, head on over to Inventory > Import/Export in your Admin Area.
Select the Standard Import tab at the top of the page. (Quick note: only CSV files can be imported!)
Step 1: Choose a Table
From the Import To menu, choose the database table into which you want to import data. You can only import data into one table at a time, so if you have multiple tables you'll have to import them separately!
Step 2: Choose a File Name
Click Browse or place your cursor into the text field, navigate to the file you want to import, and click Open.
Step 3: Overwrite Existing Data?
Choose whether you want to add info to the existing table, replace existing data with new data or clear the entire table and replace with your new import file.
Step 4: Import
Once the above settings are configured, click Import. This may take a few minutes, so be patient!
After the Import
When the import is complete, you should rebuild your store's search index to make sure that any newly imported data appears in your site searches. To rebuild the search index, go to Settings > Maintenance in your Admin Area and click Rebuild next to Search Index.
This section covers how to export information out of your Volusion system and into an external file. Exporting data allows you to:
- Obtain a list of customer information that can be used to create marketing or sales reports
- Create a list of products and current stock values for an inventory review
- Export store data to a file in order to import it into a third-party program like QuickBooks
- Create a file that can be manually updated and imported back into the store to update the store database
- And more!
Executing an Export
Click Standard Export or select Export Wizard from the drop-down menu. Follow the steps below.
Step 1: Choose a Table
From the Export From menu, select the table from which you want to export data. You can only export data from the tables listed in this drop-down menu and can only export data from one table at a time!
Step 2: Choose Columns to Export
When you select a table to export from, the columns contained within the table will be displayed with their data types in parenthesis. Select those you want to export!
Step 3: Choose a File Format
Volusion supports four file types for importing and exporting data: CSV, TAB, PIPE, and XML.
A Quick Note About Exporting Unicode
Unicode is a method that certain software uses to generate special letters, numbers, and characters. Data stored in the Volusion database in Unicode format may produce errors if you attempt to export data to CSV files.
If you encounter an Invalid Procedure Call or Argument error message, it's likely that Unicode-based characters within the export are the cause.
If this is the case, try exporting the data to a different file type or enabling the option Export as Unicode. To open the CSV file in Microsoft Excel:
- Open Excel.
- Click on the Data option.
Select Import External Data from the Excel menu.
Step 4: Export
Click Export. Boom! You're done.
Tips and Tricks
Troubleshooting Common Issues
There are a few factors you need to consider when using the Import/Export tool:
Some tables within the Volusion system contain virtual columns that are essentially read-only. Virtual columns are marked with a double-asterisk (**). You can export data from these columns, but when attempting to import these columns, you may encounter errors.
You should remove these columns from any CSV file that will be imported into the system.
Volusion allows you to enter HTML in a large number of fields within the Admin Area. CSV files usually cannot properly render HTML code, so if you export any, your program may have trouble reading it.
Microsoft CSV vs. Mac CSV
Within the Mac version of Microsoft Excel, you can save workbooks as multiple types of CSV files. To play it safe, Mac users should save CSV files exclusively in the Windows CSV file format!
Extraneous Commas in CSV Files
Another frequent error when importing CSV files is caused by the inclusion of a leading comma at the end of a data cell. For example, assigning a product to multiple categories by entering one category after another, separating each value by a comma.
Always double check your data before importing.
Very large database table imports can consume a great deal of resources within your store. If you attempt to add hundreds of thousands of elements to your store's database, you may encounter what is called a time-out error. This is why we highly recommend that you don't try to export (or import) everything on your store at once.
In the event of a time-out, you should re-attempt the export or break large files into two or more smaller files to make it more manageable for the system.
If you experience persistent issues with import event time-outs, contact Volusion Technical Support for a helping hand.
The Import/Export page not only lets you easily manage store data, but it also gives you access to powerful integration features to share that data between Volusion and other software. Use it to take your store to the next level, and go even further with your business.