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How Do I Format and Upload My Data?

This article will provide you with a step-by-step process to format your data and upload it to all versions of DotActiv.

Applicable Products: DotActiv Free, DotActiv Lite,
DotActiv Pro, DotActiv Enterprise

Formatting, also referred to as ‘cleaning’, makes your data usable in the planogramming process.  It will also ensure the accuracy of planograms created by the user.

Formatting Your Data

1. Open raw data in Excel (or any relevant spreadsheet program)

Raw Data in Excel

2. Select the ‘Barcode’ column and click on the ‘Data’ tab

Select the Barcode column

3. Click on the ‘Text to Column’ tab that appears in the Data ribbon

4. A ‘Convert Text to Columns’ pop-up bar will appear on the screen

5. Click ‘Next’ until you have reached ‘Step 3 of 3’

6. Select the ‘Text’ option seen under the ‘Column data format’ heading

Select the ‘Text’ option

7. Click ‘Finish’

8. The Barcodes will now appear as text

9. Repeat the ‘Text to Column’ process for the Product Codes if they are present in your data

10. Insert ‘From Date and To  Date’

Insert ‘From Date and To Date’

11. Insert a column named ‘SKU Count’ and insert a 1 in all rows

Insert a column named ‘SKU Count’ and insert a 1 in all rows

12. Select all data

13. In the ‘Data’ tab, click on ‘Remove Duplicates’

14. On the pop-up bar that appears, ensure that all boxes are ticked and click on ‘Remove Duplicates’

Remove Duplicates

15. Once again, select all the data

16. By clicking Ctrl+ F,  ‘Find and Replace’ all commas ( , ) and replace them all with a space (  )

Find and Replace all commas

17. Ensure that all columns have the relevant headings as needed

Relevant Column Headings

18. Under the ‘File’ tab, choose to ‘Save As’ your document

19. In the ‘File Type’ bar, choose the CSV (Comma delimited)(*.csv) option

20. Save the file in your folder of choice

Save the file in your folder of choice

Uploading Data to DotActiv

1. Open the DotActiv of your choice

DotActiv welcome

Please note that you have to open an existing shelf plan OR create a new gondola in to import the data.

For the purpose of this article, we will be opening an existing shelf plan

2. After opening your existing shelf plan

3. Click on the ‘Data’ tab

4. Click on ‘Select’

5. Choose ‘CSV to Shelf Plan’

CSV to Shelf Plan

6. On the pop-up screen, choose ‘Open File’ to import CSV

Open File to import CSV

7. Choose relevant CSV from the directory and click ‘OK’

Choose CSV from directory

8. On the pop-up bar that appears on the screen, make sure that the data is separated by a comma and click ‘OK’

Data Separated by Comma

9. Once your CSV has been opened, you can start with ‘Mapping’

Begin Mapping DotActiv

10. Click on the ‘Markets’ tab  in the ‘Mapping’ column

11. Click on ‘AutoMap’ in the ‘Mapping’ column

12. Choose the relevant key market field e.g. ‘ Store Code’ or ‘Store Name’

Mapping Markets in DotActiv

13. Click on the ‘Product’ tab in the ‘Mapping’ column

14. Click on ‘AutoMap’ in the ‘Mapping’ column

15. Choose the relevant key product field e.g. ‘Product Code’, ‘Barcode’, ‘Brand’ and ‘Description’ (‘Key Product’ should already be ticked if using ‘AutoMap’ – if not, please tick)

Mapping Products in DotActiv

16. Click on the ’Facts’ tab in the ‘Mapping’ column

17. Click on ‘AutoMap’ in the ‘Mapping’ column

18. Choose the relevant key facts fields e.g. ‘Sales’ and ‘Units’(or anything related to that – this will depend on the type of data included in your CSV)

Mapping Facts in DotActiv

19. Click on the ‘Periods’ tab in the ‘Mapping’ column

20. Click on ‘Period From’ and ‘Period To’

Mapping Periods in DotActiv

21. Click on the ‘Import’ tab in the ‘Import’ column

Clicking on Import tab

22. On the pop-up bar that appears, you can either choose to merely ‘Update Only’ the planogram currently open

Update Only

23. Or you can ‘Insert and Update’ the planogram

Insert and Update

24. All new products can also be added to a floating shelf to make the planogramming process easier

Add New Products to Floating Shelf

If any new data has become available and there is a need to update the planogram, the new data can be added to the CSV and the entire process followed again.

Please note that to add an Excel file to DotActiv, you must have access to the Excel application.

Make sure to select the ‘Add new products to floating shelf’ (as seen above) to start updating the planogram. It is NOT necessary to be linked to a database for you to complete this process. Now you can begin planogramming.

Updated on November 28, 2019

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