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How Matrixify (Excelify) Works

Read this page carefully and you will have strong foundation knowledge on how to get the most out of the Matrixify (Excelify) app.

Matrixify (Excelify) Template for Shopify Data Import

Export from Shopify

From the app Home page section Export, you can create new export by pressing the “New Export” button.

This will open a new page in the app where you can configure your export.

Excelify App - New Export to select data from Shopify

Choosing an export format

In the “Format” section you can click on the format to open a drop-down list of all available formats.

If your goal is to bulk update your Shopify store data or migrate to another Shopify store then you will need to select one of “Matrixify: …” formats.
We suggest using the “Matrixify: Excel” format which would export the Excel XLSX file. Excel files are a lot more stable than CSV files, allows using formulas, and are more user friendly.

If your store is very large, and your exported store data might exceed any excel limitations then select “Matrixify: CSV” format to export to the CSV file.

Selecting what to export

Mark with checkboxes, what Shopify store data to export.
You can select multiple entities at the same export!

Simple export

When you select an entity to export a list of sub-checkboxes will appear where you can specify groups of fields to export.
You can find what fields are under each group in Matrixify (Excelify) template sheets documentation.

Export only the Shopify store data you need, because that impacts the duration of how long the export will take. Export becomes significantly longer if you include Metafields.

Advanced export

By opening the “Advanced” tab under each selected entity, you can customize your export columns.
Click on the “Add | Remove” button to open a drop-down of all available columns and with checkboxes select individual fields to export.

In this tab, you can also drag column tags to change their exported position, and press on the “X” button to remove the field.

Check out this tutorial for more details on advanced exporting – Export Data from Shopify with custom columns

Filters

To focus on a specific list of items, use the Filters.

You can find the Shopify export filter icon in the Matrixify (Excelify) app when creating new export, select what you wish to export, and under that entity click on the “Filters” button.
Select the filter of your choice for your items and press “Set” to apply the filter to your next export.

Filters location

When you apply the filter, the item count and estimates will not change at that point – the estimate will adjust when you actually start the export. For some filters Matrixify (Excelify) still has to run through all your store though, to find those items.

Options

You can specify additional options for the export like schedule export to run at a specific date and time and/or repeat the export which is handly when importing from URL to create automated import from that URL.

Custom File Name:

You can specify a custom file name for the export so that the exported file URL is always the same.
Ideal to use for regular backups or outgoing Shopify store data feeds.

Read more about exporting with Custom File Name.

Upload to:

Exported item sorting

You can also set “Export items sorted in the order as they come from Shopify”, which will make sure that exported items are sorted exactly as they are returned by the Shopify API.
Do note that if you have Big or Enterprise plan, then the app will not leverage your plans speed increase as it will need to use 1 export thread to get data from Shopify instead of multiple.

Export format-specific options:

Some options only appear when you have selected to export to a specific format.

Matrixify: Excel

Format date columns as Excel date-time without timezone(Disabled by default) By default the exported date will be the full ISO date with a timezone like this 2018-12-17 18:20:07 +0200, but you can select this Export Option to put the Excel proper date&time columns – just note that Excel doesn’t support time zones, so that time will be without the timezone.

Matrixify: CSV or other format that export to CSV

If you wish to import the file back with Matrixify (Excelify) - the file will need to have default CSV options.

Zip CSV files(Enabled by default) When exporting to CSV file, by default it will be compressed into a ZIP file. If you do not need to compress the CSV files, you can un-check this option.

CSV column delimiter(Comma by default) You can select other standard delimiters or any custom delimiter you wish.

CSV quote symbol(Double-quote by default) CSV file cells are enclosed in quotes for programs such as Excel to be able to understand where the new cell starts and not to take the new line in e.g. description as a new row in the file.

CSV quotes forced(Enabled by default) Makes the exported file more Excel-friendly by enclosing all cells with quote symbol. If not selected, only cells that need to be enclosed will be.

CSV with included BOM (Enabled by default) When opening a CSV file in Excel – if that CSV file contains special non-English language characters encoded in UTF-8, then those characters are shown as corrupted. To tell Excel that the file is in UTF-8 encoding, and thus have those non-English characters show correctly, the CSV file needs to start with the BOM characters (Byte order mark).
However, if processing the CSV files with automation scripts, then the BOM characters might not be interpreted correctly, so it’s better to not include them if you process CSV files with scripts or other automation services. Unselecting this option will not include the BOM characters in your export.

CSV newline symbol(LF [\n]) by default) Specify CSV files newline symbol. Shopify be LF [\n]).

CSV file encoding(UTF-8 by default) Select file encoding format. Should be UTF-8.

Export options - Excelify

Exported Item Count

While the export is running you can see exactly how many items have been exported and how far the app is in the export process from all items.

This comes in handy when you are applying multiple filters to your export to see how many items exactly will be in your file.

Export Counter ExplainedNow, let’s decode these numbers:

Total Count – This number will display the total count of the item you have in the store. For example, the job is exporting Products and this store has 547 Products.

Processed Count – Displays how far the app is between all items. Some filters might provide the ability for the app to disregard a lot of items in bulk, so you might see the processed count jump at the start.

Exported Count – Displays how many items are actually exported and will be in your exported file.


Edit Shopify Data

Import only columns you need

When you import, you don’t have to import all columns. You can import only the columns you need to update.

The app will identify the product by “ID”, “Handle” or by “Variant SKU”. Matrixify (Excelify) can update or create new Collections, Customers, Orders, Pages, etc. with just a few columns, or all of them.Import to Shopify only specific fields

“Command” Column

In each sheet, you can use the “Command” column, by which you can tell, what to do with the row that is being imported.

The possible entity commands are NEW, MERGE, UPDATE, REPLACE or DELETE.
If no Command is specified, then the app will assume the MERGE command (for Orders and Draft Orders – NEW command).

  • NEW Command would create a new item and fail if it already exists.
  • MERGE Command would update an item if it exists and create a new one if it does not exist.
  • UPDATE Command only updates an item if it exists and fails if not found.
  • REPLACE Command would delete items from the store and create a new one only from data in the file.
  • DELETE Command would delete items if found.

When updating items with related items – like Product Variants, then the app merges your variant rows with existing variants, by finding an existing variant of the Product by its Variant ID, then by SKU, then by Barcode, then by Option values.
To delete Variants, use the “Variant Command” column with value “DELETE”. Or put “REPLACE” if you want to replace all variants of that product to your new variant rows.

The same principle is used in other sheets and items as well, like Product images. By default, Matrixify (Excelify) merges existing images with your image links, but you can DELETE or REPLACE images too.

You can read detailed documentation about each command in the documentation pages of each sheet.

This stuff is powerful!

  • You can update all images of all Products at once.
  • You can link images to Product variants all at once.
  • You can add new variants without having to list the existing variants – just import the additional variant rows, and the app will merge them automatically.
  • Create and update Orders.
  • And much much more.

Metafields

Since Metafields are just additional rows in the same import file, all you need to do is – put the Metafield columns and set their values as you need.


Import to Shopify

Sheet name

With the sheet name, you can tell Matrixify (Excelify) what you are importing.

If you wish to import Products, the sheet name needs to contain word “products”.
To import Pages, the sheet name need to contain the word “pages”, and same for other entities that you can import with the Matrixify (Excelify).

File size

The maximum file size that you can upload is 2 GB (ask Support if you need more).

Excel format itself can hold up to 1 million rows. But it is advised that if your data might be larger than some 600’000 rows, then use the “Excelify: CSV” format.

Supported import formats

At the moment the app can import the following format files:

The app will auto-detect CSV file encoding, like UTF-8, ISO-8859-1 (Latin 1), ISO-2022-JP, etc., and automatically convert to UTF-8 as needed for Shopify.

When you upload the file, at first the app is analyzing the file. After that, you can choose the options and press the “Import” button if everything is showing ok.

Import From Locations

Shopify Limitations

To ensure platforms stability Shopify also has many limitations oh much of something you can have or import.

Before starting import with a large dataset, it is important if there are any limitations that apply to you in Shopify.

We still do suggest contacting us to be sure that there are no other limits that could apply to you.

Know what you are doing

Test and analyze the impact of the data you are importing.

We have prepared a special checklist to make your Shopify store data imports safe – please, read that.

Options

Matrixify Shopify CSV Excel Import Bulk Options

Excelify import provides various settings and options you can apply before starting your import.

For most imports, you do not need to adjust any options and can import files with the default options.
If selecting an option, make sure that you understand what it means.

Import Progress

Excelify app import progress estimate error duration

If your import has any failed items then for each entity the app will display 5 most common errors from your file.

You can let the import run or you can cancel the import any time. When you cancel the import or the job finishes, you will be able to download the Results file.

Import Results

After you import the file, the app justify;”>As your file imports, Matrixify (Excelify) will show how many items are New, Updated, Replaced, Deleted or Failed.

The app will generate an Import Results file with additional two columns that show status for each imported item, and detailed error message, if the import has Failed.

Excelify Shopify import results

Matrixify (Excelify) file will contain only those rows, which were imported. That way you can review, what was imported, what were the errors. And that way you know, which items it actually imported, so that if you need to continue, you can exclude those already imported items from the next import.

If your import speed is a concern, read more about improving import speed in the tutorial: How to maximize Shopify bulk import speed?

Maybe strange, but really useful is that each Product (or any other item) will have the same “Import Comment” value for all its rows, so when you read them, consider them about the product as a whole, not about each line. The convenience here is that in case you need to filter rows by the import comment, you can easily filter them in Excel, and know that your filtered results will contain all the rows of that product, because the “Import Comment” column value is the same.


All Jobs

When pressing the “All Jobs” button, you can see all the past import and export jobs. You can download all the files for each job. And you can see what happened to each of the past jobs.

More than that, you can see the future scheduled jobs as well. And you can cancel any scheduled or running jobs from here, too.

All Jobs


Settings

Excelify app settings Shopify Excel CSV import export migrate update bulk

Security

By default, anyone with a link to your uploaded, exported or results file can download the file giving you the maximum freedom working with your files.
You can change this setting if you wish for your files not to be public. Then you and others will only be able to download the files while being in the Matrixify (Excelify) app.

Notifications

The app will send you an email about import or export jobs.
You can adjust what jobs you wish to receive an email about.

My Other Shop

If you have multiple Shopify stores or just wish to transfer Shopify store data from one Shopify store to another then you can take advantage of your additional free store.
Linking the free store will automatically upgrade Matrixify (Excelify) to the same plan as the store where you have a paid subscription.

Private App

You can set-up Matrixify (Excelify) to run as a Private app, for example, if Shopify has increased your API Call Limit for Private Apps.

Here you can fill in the Private App credentials and enable Matrixify (Excelify) to run as a Private app, by pressing the “Test and Save” button after making changes to the fields.

Servers

With Matrixify (Excelify) you can securely save your FTP/SFTP servers and their users so you do not need to fill in all details for each import or export.

If you have set up the server in Matrixify (Excelify) settings, when creating import or export, you do not need to enter Username and Password again.
Only specify the path to file/folder.

Approved Documents

When first opening the app you approved documents such as Terms & Conditions, Privacy Notice, and Cookies Policy.

In this Settings section, you can see the direct timestamp of when you approved these documents.


Overall

Browser

When you run the export or import, you don’t need to keep the browser open – you can close Matrixify (Excelify) and come back later to check the progress.

Head over to the apps “All Jobs” section to find all your future, current, and past jobs including the ones that are currently running.

Estimates

Initial import and export estimates are very approximate average because it really depends on your real data and any API limitations set by the Shopify to your store.

Once the export or import actually starts, the estimates become very precise, because then those are showing about your current export or import, with your real data.

Queued jobs

The app does not allow running multiple imports or exports at the same time as it would make each job a lot slower due to Shopify API limitations.
However,  you can queue your jobs so you do not need to wait for the previous one to finish.

When you have started your import or export you can go to the Matrixify (Excelify) Home page and start a new job.
Instead of running the job, the app will automatically queue it so the job will start itself when the already running job finishes.


Getting help

Tutorials

Tutorials page Excelify import export migrate update edit bulk excel csv shopify 2

In our website under Knowledge -> Tutorials you can find tutorials for a lot of use cases where you might use the Matrixify (Excelify) to bulk edit Shopify data and more.

In the “Tutorials” page, select item that you wish to import or export, for example, “Products” or “Customers“.

You can also apply Filters to your opened “Tutorials” page. That way you will be able to easier find tutorials about what you wish to achieve.

Documentation

Documentation how it works page Excelify import export migrate update edit bulk excel csv shopify

For each sheet in that Matrixify (Excelify) allows to import or export you can find documentation that explains each column from our template.

Head over to Knowledge -> Documentation on our website to find an explanation for the fields that are not clear for you.

Here you can also find a page that explains our template in general and allows you to download our Demo template file.

Contact Us

contact us how it works page Excelify import export migrate update edit bulk excel csv shopify 2

If you cannot find a tutorial that you are looking for, have any issues or questions about the app, or just an amazing feature to suggest – we are here for you!