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How to use the Matrixify Format Template to manage Shopify data

Everything you need to know about the Matrixify format template. The template works in Excel, CSV and Google Sheets to manage your Shopify data in bulk.

Matrixify template Demo files and documentation

Here you can download Matrixify template Demo files and go to the related documentation page.

Each entity that can be imported is a separate sheet.
Using Matrixify: Excel format you can combine them into a single Excel file with multiple sheets.

 

Sheet Name Demo File Documentation
Products
Smart Collections
Custom Collections
Customers
Companies
Discounts
Draft Orders
Orders
Payouts Exported only
Pages
Blog Posts
Redirects
Activity Exported only
Files
Metaobjects
Shop

Supported formats

The formats that can be imported:

Other external formats that can be imported:

“Matrixify: Excel” Format

Using the Matrixify app you can import and export Excel XLSX file with multiple sheets in it!

That data is organized in clear and human-readable tables, as several sheets.

The same file can be exported and imported.

Shopify Excel file template

One Excel file can hold several kinds of Shopify data items like Products, Customers, and so on.
Inside the Excel file, there are sheets (tabs at the bottom). Sheet names tell the app what kind of data is inside each sheet.

Excel sheet name

In XLSX file you can import multiple sheets at the same time so the file name does not matter.
The sheet/tab names will help the app to pre-select and understand what data entity you are importing but are not mandatory as you can select and change the data entity you are importing when creating an import job in the app.

Columns and rows

In each sheet, the data is arranged in columns and rows.

Values

Values in cells correspond to appropriate field value for that item. Sometimes values are text, sometimes numbers, sometimes TRUE or FALSE (which means yes or no).

Usually, when you enter that data into Excel, it will automatically understand, what is a text, what is a number, and what is TRUE or FALSE.

ColumnsShopify Excel file columns

Those columns are basically the same data fields as you fill through Shopify Admin. For example, Product columns would be Handle, Title, Vendor, and so on.

Imports don’t need to have all columns – the app will update only those fields, which columns you are importing. If you have the column with an empty value, the app will set that field value to empty. So if you don’t want to change a field value, then remove the column from the import.

When you are updating data, sometimes you want to update just one field, like for example, product price. In that case, you can remove all the other columns, and the app will update only this one field, and leave other fields unchanged.

Column order doesn’t matter.

You can have your own additional columns – the app will just ignore the columns it doesn’t know.

Column colors

Columns have colors, and those are visual indicators for you how those columns group logically together. When importing, the column colors are ignored.

When viewing import results, it will also color those columns. The columns that have white color means that those were ignored, the app didn’t know what that is.

Rows

Shopify Excel file rows

Rows correspond to items in Shopify. Basically, one row is one item in Shopify (except, when you need more rows for one item).

Items that need several rows

For example, for Products, you might need several rows per product, if the product has several images or several variants. For Customers, you can have several rows, because one Customer can have several addresses. Smart Collections can have several Rules. And so on.

In case of Products, each new variant and each exported image will go in its own row. However, you can import several images by splitting them with the semicolon (;).

For the app to know that the row belongs to the same item, it needs to have either the same ID value, or the same Handle value (if ID is empty), or the same Title (if Handle is empty).

The ID is the unique number that Shopify generates for each item. When you create new items, leave it empty – Shopify will generate them for you. The ID is used when you need to update existing items – this ID will allow the app to identify which item you need to update.

When you repeat rows, you can just copy them down with all the values also for those columns, where only one value per item is needed. For example, if you will copy the same Title value for all the Variants rows, the app will use the only value from the first row and will ignore the rest.

You can tell by the column color and by its starting name that it belongs to repeated row. For example, all variant columns start with “Variant …” and are the same color.

When importing, the file must be sorted so that repeated rows for the same item are together (sorted by ID, Handle, or Title). Because, as soon as ID or Handle, or Title will change, it will be treated as next item.

Don’t have Excel?

If you don’t have Excel, you can use Google Sheets, and then go to File -> Download as -> Microsoft Excel (.xlsx).

Or you can just import directly from the Google Sheets URL – like in this tutorial: Schedule import to Shopify from Google Sheets.

Or you can edit the Excel file in other apps, like, Numbers (for MacOS), OpenOffice, LibreOffice, etc.

“Matrixify: CSV” Format

If your store is so large that Excel file doesn’t fit all the data and might exceed Excel limitations, you can use the “Matrixify: CSV” format, which has no size limitation at all – it can hold data well exceeding several millions of rows.
The most notable Excel limitations that exported data can break are:

  • Total number of rows: 1 048 576 rows – can be exceeded if exporting really large sets of data, for example, above 800 000 Products.
  • Total number of columns: 16 384 columns – usually broken only if you have an exceptionally large amount of Metafields.
  • Total number of characters that a cell can contain: 32 767 characters – this can be broken by exporting long Metafields or Body HTML (descriptions)

Here you can find an official list of all Excel limitations.

Shopify exported to CSV files

This format is organized the same way as Matrixify Excel file, with the following differences:

  • It is a zip file that contains CSV files.
  • Each sheet inside the zip file is a separate CSV file. For example “Products.csv”, “Smart Collections.csv”, and so on.
  • CSV file column delimiter is the comma (,), and all text values are in double-quotes (“). Files are UTF-8 encoded. That ensures that Excel will always open them correctly without any special conversion.
  • When importing, it is best that you zip the CSV file(s). That way they become more than 10x smaller and as a result – your upload is 10x faster. But you can import also plain CSV files.

CSV file name

The CSV file name will help the app to pre-select and understand what data entity you are importing but are not mandatory as you can select and change the data entity you are importing when creating an import job in the app.

CSV file encoding

The app will auto-detect CSV file encoding and automatically convert to UTF-8 as needed for Shopify.

Currently supported CSV file encodings:

  • UTF-8
  • UTF-16BE
  • UTF-16LE
  • UTF-32BE
  • UTF-32LE
  • Shift_JIS – Japanese
  • ISO-2022-JP – Japanese
  • ISO-2022-CN – Simplified Chinese
  • ISO-2022-KR – Korean
  • GB18030 – Chinese
  • Big5 – Traditional Chinese
  • EUC-JP – Japanese
  • EUC-KR – Korean
  • ISO-8859-1 – Danish, Dutch, English, French, German, Italian, Norwegian, Portuguese, Swedish
  • ISO-8859-2 – Czech, Hungarian, Polish, Romanian
  • ISO-8859-5 – Russian
  • ISO-8859-6 – Arabic
  • ISO-8859-7 – Greek
  • ISO-8859-8 – Hebrew
  • ISO-8859-9 – Turkish
  • windows-1250 – Czech, Hungarian, Polish, Romanian
  • windows-1251 – Russian
  • windows-1252 – Danish, Dutch, English, French, German, Italian, Norwegian, Portuguese, Swedish
  • windows-1253 – Greek
  • windows-1254 – Turkish
  • windows-1255 – Hebrew
  • windows-1256 – Arabic
  • KOI8-R – Russian
  • IBM420 – Arabic
  • IBM424 – Hebrew

“Shopify: CSV” Format

The app can import the Shopify Products CSV and Customers CSV which you can export from the Admin.

To make it smaller, you can zip it and upload the zipped file.

The app will read data from these files same as from Matrixify CSV file so the file naming would need to be the same.

CSV file column delimiter is the comma (,), and all text values are in double-quotes (“).

“Shopify Transporter” Format

You can also import Shopify Transporter CSV files for Products, Customers and Orders.

See the page on How to import Shopify Transporter CSV files.

“Matrixify: Google Sheets” Format

You can prepare your Google Sheets file in the exact way as you prepare the “Matrixify: Excel” file.

Then share this sheet to be accessible as view only by the public. And paste that URL in the app.

Read more in this tutorial: Schedule import to Shopify from Google Sheets.