Introduction

This article describes how to process an RGP Personalisation file, turning the order details inside it into one or more orders in the system.  It is recommended that the companion article, RGP Personalisation - Administration Guide is read first before proceeding.


The Orders Upload File

Personalisation orders are imported into the system via a comma separated values (CSV) file.  This can be generated using Excel, OpenOffice, Google Docs, or even a basic text editor, although a dedicated spreadsheet application is recommended.  The format of the file consists of a first row containing defined headers, followed by one or more rows containing order data.  The headers in the first row must be the following values, although they can be in any order.


ColumnType/Max LengthNotes
resellerNametext, 200Name of the reseller
resellerOrderNumber 
text, 100
The reseller order number.  This number should be unique both in the file and also not be used by any order already in the system.  
Note: Use the same order number for items in the import file that should be on the same order.
Note: If the order number exists in the database already, it will or will not be imported depending on the value in the kill column, below.
Note: Items on the same order should have the same values for the customer and shipping values below as an order can only have one set of each details.  If the details are different, the values on the first encountered line of the order will be used.
customerName 
text, 100
Customer name
customerCompanyName 
text, 250
Customer company name
customerAddressLineOne 
text, 200
Customer address
customerAddressLineTwo 
text, 200
Customer address
customerAddressTown 
text, 100
Customer address
customerAddressCounty 
text, 100
Customer address
customerAddressPostcode 
text, 50
Customer address
customerAddressCountry 
text, 50
Customer address
customerPhoneNumber 
text, 50
Customer phone number
customerEmailAddress 
text, 100
Customer email address
shippingTo 
text, 100
The name of the person the order is shipping to
shippingCompanyName 
text, 250
Shipping company name
shippingAddressLineOne 
text, 200
Shipping address
shippingAddressLineTwo 
text, 200
Shipping address
shippingAddressTown 
text, 100
Shipping address
shippingAddressCounty 
text, 100
Shipping address
shippingAddressPostcode 
text, 50
Shipping address
shippingAddressCountry 
text, 50
Shipping address
shippingAddressCountryCode 
text, 50
Shipping address - 2-digit country code
shippingPhoneNumber 
text, 50
Shipping address phone number
shippingEmailAddress 
text, 100
Shipping email address
notes 
text, 2000
Freeform text notes for the order.
productSku 
text, 50
The SKU that should be used to select which personalisation record should be used to process this order item.  It should match exactly (case sensitive, no leading/trailing whitespace) the value of the Artwork Sku field.
quantity 
number
The number of items on the order.  Would normally be 1.  Should always be greater than zero.
pers1-pers40text, 200
Personalisation columns.  These must match with the configured personalisation text boxes in the associated personalisation record in the workflow.  The column with the matching Key value will be used for that personalisation text.
Note: Though there is a maximum size limit of 200 characters, care must be taken that the personalisation text is not so long as to overflow the allocated space for that text on the personalisation record.  It is recommended that a conservative maximum length is imposed to any customer text entry that produces this information.
killboolean - 0 or 1
If set to 1, if an order is found with the same resellerOrderNumber as this one, the existing order is cancelled, and this order is imported.  
If set to 0 and a matching order is found, this order is not imported.
Note: If several order items in the file share the same resellerOrderNumber, an existing order will only be cancelled if ALL of those items have a kill value of 1.  If any are set to 0, the order will not be imported.
drivetext, 1The drive letter of the destination drive for the personalisation asset to be downloaded to.


Once the order file has been generated from its original source, it can be imported into the system in one of two ways.


Method 1: FTP Upload


The most straightforward method of importing file data is to use the FTP monitoring service, however this requires some initial setup in the workflow to ensure it works correctly.   Please refer to the FTP Upload section in the Administration guide for configuration.  Once FTP configuration has been set up, the FTP functionality should be available for use.  Do the following to import an orders file via the FTP method.


  • Create the personalisation configuration records as outlined in the RGP Personalisation Administration guide.
  • Generate the import file and verify it has the appropriate content as described above.
  • Copy over the import file to the FTP Server folder (Source Directory) configured in the workflow Integrator FTP configuration.
  • After a short wait, the file should disappear and be moved over to the Complete Directory with the configured suffix.
  • The orders should now be imported.  Go to the Order Manager or Production Workstation screens to view them.
  • Once the orders have been created, the personalisation assets will be generated.  Depending on the number and complexity of the orders in the file, this may take a short while.  


Note: it is not possible to mark the orders as test orders using the FTP Upload option.  Use a manual upload to create test orders.


Method 2: Manual Order Upload


An order file can be uploaded through the workflow by a user logged in with the Partner role.  Navigate to the Workflow menu and click the Upload Orders link.



Use the initial screen to select the import file to upload.  Use the checkboxes at the left of each order item to deselect any that should not be imported if needed.  Click Next when ready.



Select RGP Personalisation Files for the integrator, and RGP Personalisation CSV format for the Processor/Formatter, and click Validate.





If no errors are found, then the file can be imported.  Click the Import button to complete the import.


The orders will now appear in the Order Manager and Production Workstation screens in the workflow and can be processed in the usual way.  Note that the filter may need to be used to display the orders (e.g. if the test orders flag was selected).


Downloading the Assets


Once the files have been imported via either method above, the Production Workstation screen can be used to bulk download the assets.  If the FTP configuration was set up, this will mean that the assets will also be transferred to the destination drive, as configured in the RGP Printer hot folder.


  • As a Producer user, go to the Workflow menu and click Production Workstation.

  • Click on the monitor icon at the top left, and select the Personalisation workstation to display personalisation orders routed to that workstation.

  • On the items list in the middle column, click the checkboxes to select one or more items to bulk print, and then click the Bulk Print button at the top.   This will download the files to your local machine, and then these will be transferred to the appropriate folder specified by the RGP Printer configuration.