Page 3: Managing the Master Database File

Objective: Guide users through the process of accessing, copying, and editing the master database file.

1. Introduction:

   • Explain the importance of the master database file and the need to maintain its integrity.

2. Step-by-Step Instructions:

   • Open the Master Database File in Google Sheets.
   • Make a copy of the file to preserve the original master file.
   • Rename the copied file appropriately (e.g., “SchoolName_ClassName_Database”).
   • Edit the database as required (entering school name, class name, image titles).
   • Save changes and download the file in CSV format.

3. Tips:

   • Remind users to always work on a copy of the master file, not the original.
   • Provide guidance on proper file naming conventions to keep files organized.

Managing the Master Database File

Introduction

The master database file is your blueprint for creating individual class databases in WooCommerce. It’s crucial to handle this file with care to ensure all product information is accurate and consistent. This guide will walk you through the process of creating a class-specific database from the master file.

Step-by-Step Instructions

1. Accessing the Master File:

   • Open your web browser and navigate to Google Sheets.
   • Locate and open the master file, which contains the pre-set structure and formulas for your WooCommerce product database.

2. Creating a Copy of the Master File:

   • To preserve the integrity of the master file, you’ll create a copy to work on:
     • Click on File in the top menu.
     • Select Make a copy.
     • In the dialog box, name the file descriptively, including the school and class name (e.g., “ExclusiveShots_DB_HowickHigh_Class8BT”).
     • Choose the destination folder if necessary.
     • Click OK.

3. Why Not Edit the Master File Directly:

   • The master file is a template meant to be reused. Editing it directly can lead to accidental changes or loss of important data.
   • Working on a copy ensures that the master file remains intact for future use.

4. Generating a List of Image Titles:

   • If you have a digital list of image titles, open it and prepare to copy the list.
   • If you need to generate a list from image files, use the appropriate command in the folder containing the images to create a text file with all the image titles (e.g., dir /b > filenames.txt for Windows or ls > filenames.txt for Mac/Linux).

5. Populating the Database:

   • In your copied Google Sheets file:
     • Enter the school’s name in Column A for each row corresponding to a student’s picture.
     • Enter the class’s name in Column B for each row.
     • Paste the list of image titles into Column C.

6. Saving and Downloading the Document:

   • Google Sheets automatically saves your changes. Ensure the file is named correctly for easy identification.
   • To download the file:
     • Click on File in the top menu.
     • Hover over Download.
     • Select Comma-separated values (.csv, current sheet) and save the file to your computer.

7. Organizing Files on Your PC:

   • Create a folder structure on your PC that mirrors the organization in Google Drive.
   • Save the downloaded CSV file in the corresponding folder.
   • If you have image files, organize them similarly for easy reference during the upload process.

Additional Tips

• Double-check the data in the CSV file for accuracy before importing it into WooCommerce.
• Maintain a clean and organized file structure both in Google Drive and on your local PC to streamline the process for future classes.
• Keep a backup of the original master file in a separate, secure location.

By meticulously managing the master database file and creating class-specific databases, you ensure that product information on the Exclusive Shots website is accurate and consistent, providing a solid foundation for the site’s e-commerce operations.