Having a store stocked with lots of products, is an awesome thing … until you need to make updates to a bunch of them. Nothing can suck your time and your will to live more than having to go through each and every single product to make changes.
Thankfully, we’ve got a way for you to make changes to large numbers of products in a snap. For example, you may need to update the List Price or the Shipping Cost for all products from a particular manufacture. There are three ways that you can update fields like these in bulk. (You can also do it record-by-record, if you’re into that kind of pain!) Read on to find out how.
Enable Field Editing in List View
This method is probably the best if you have a fairly small number of updates to make. You will need to enter the information into each field by hand, but you'll enter it at the table view level rather than updating and saving each record.
To edit at table level:
- Go to the table containing the information you want to edit, such as Inventory > Products or Customers > Accounts. Note that your Inventory > Products page displays products in a Grid view by default, so you'll need to click the List icon in order to edit multiple fields.
- Use Search if necessary to narrow down the records displayed to those you wish to update - for example, search for a specific manufacturer, product code prefix, etc.
- If the field is not displayed in the current table view, click the three-dot actions menu icon and select Customize Columns.
- In the Customize Columns dialog box, select the field or fields you want to expose and click Apply Changes.
- Click on the Edit icon in the column header you want to edit.
- Update the column fields as needed. You do not need to click Save until you have entered all changes or need to move to a different page of results. If you go to the next or previous page without saving, you'll lose any unsaved changes on the current page.
- When you're finished, click the Disable Edit icon in the column header.
- Use the Customize Columns option in the three-dot actions menu to disable any unneeded columns.
Use Import / Export
You can use Volusion's Export wizard to export all records for any table in spreadsheet format so they can be edited in Excel, OpenOffice.org Calc, or similar spreadsheet package and then imported back into your store. Since you can use the spreadsheet functionality to update the entire table, this method is useful if you have large amounts of data to edit but still want to handle it manually.
- Go to Inventory > Import/Export.
- Click Standard Export.
- Select the required table from the Export From drop-down.
- Select the columns you want to export. You should make sure you also export the ID and name of the product, category, etc., so you'll know what you're editing.
- Select a File Format from the drop-down. Note that only CSV files can be imported, so if you want to import this file when you're finished, make sure to save it as a CSV file.
- Click Export.
- Once the export is complete, click the link to download and save the file.
- Make a duplicate of the file and save it with a different file name so you can revert to the original if you need to.
- Make your updates and save the file.
- On the Import/Export table in your Admin Area, Click Standard Import.
- From the Import To drop-down menu, choose the database table into which you want to import data. You can only import data into one table at a time.
- Click Browse and navigate to the file.
- Click Yes, replace Any Existing Data With My New Updated Data.
- Click Import.
Use Bulk Update
The third method uses the Bulk Update functionality within each table. This involves the use of simple SQL statements and is most useful if the updates can be performed automatically and according to rules. For example, the Bulk Update tool can be useful if you need to update the Gift Wrap Cost for all products with a Weight over 4 pounds. You may also want to update the Product Price Name for your entire product database so that it displays as "Our Company Price" on your storefront.
One easy example is if all List Prices for a certain Manufacturer have to be increased by 20%. See the steps below to implement this change.
- Go to Inventory > Products.
- Click the three-dot actions menu and select Bulk Updates.
- In the Set menu, select ListPrice.
- In the blank directly after the =, type "ListPrice * n" where "n" is the value you would like to multiply the List Price by (for example, when increasing the List Price by 20%, n would be 1.2; when increasing the List Price by 50%, n would be 1.5, etc.)*
- In the first Where menu, select ProductManufacturer.
- In the second drop-down menu, select Equals.
- In the last blank, type in the name of the Manufacturer that is configured on the products you intend to update.
- When you are finished inputting all of this information, click Apply Changes.
*The statement in step 4 above can use a " * " to multiply, a " + " to add, or a " - " to subtract. If you would simply like to add $5.00 to all List Prices for a single Manufacturer, you can instead type "ListPrice + 5" in the blank.
Keep in mind that you should not use Easy or Advanced Mode for Bulk Updates if you are unsure of changes that you have made to the example statements provided above. It is possible to corrupt your database with ill-formatted syntax, so if you choose to go further beyond the provided examples, you should have a least a basic knowledge of SQL.
For more information and examples, see "Bulk Updates".
When running a business, anything that can save a little bit of time and energy is a welcome gift. 🎊 When you need to make changes to a large number of products, these three bulk methods are sure to make it quick and painless. This way, you can get back to the more fun to-dos.