Add a New Gallery

Step 1: Open the Shared Excel File

1. Click the link or navigate to the file in SharePoint.

2. The file opens in Excel Online (or desktop Excel if you have it installed).

3. Wait for the file to load - you'll see the gallery listings

---

Step 2: Add a New Row

1. Scroll to the bottom of the existing entries

2. Click the first empty row below the last entry

3. Start entering the gallery information in each column

---

Step 3: Enter Gallery Details

Fill in the columns from left to right:

Name (Column A):

• Enter the gallery's business name

• Example: Luxe Lighting Studio

Address Line 1 (Column B):

• Enter the street address

• Example: 1234 Main Street or 456 Oak Avenue, Suite 200

City/Town (Column C):

• Enter the city or town

• Example: Vancouver, New York

State/Province (Column D):

• Enter the state or province abbreviation

• Example: ON, BC, CA, NY, FL

Postal Code (Column E):

• Enter the postal or ZIP code

• Example: M5M 3X4, 90210, 33101

Country (Column F):

• Enter the country name

• Example: Canada, United States

Phone (Column G):

• Enter the phone number

• Example: [phone], 905-555-6789

• Format doesn't matter - system handles formatting

Website (Column H):

• Enter the full website URL

• Example: https://www.gallerylighting.com/

• Include https:// or http://

---

Step 4: Save Your Changes

1. Excel autosaves as you type (if using Excel Online)

2. Or click Save if prompted (desktop Excel)

3. Verify your entry - review the row to make sure everything is correct

---

What Happens Next

After adding the gallery entry:

1. File saves in SharePoint

2. Wait until 11:59 PM that day

3. Backend processes all changes made during the day

4. Website updates with the new gallery listing

5. Gallery appears on the Where to Buy page

Check the next day: Visit the Where to Buy page after midnight to see your new gallery listed.

---

Important Notes

Daily Batch Processing

All changes sync once per day at 11:59 PM:

• Changes made at 9 AM → processed at 11:59 PM

• Changes made at 3 PM → processed at 11:59 PM

• Changes made at 10 PM → processed at 11:59 PM

This means:

• No real-time updates

• Changes won't appear immediately

• All daily changes batch together

Plan accordingly: If you need a gallery live by a specific date, make changes at least one day in advance.

---

No Validation

The system doesn't validate entries before syncing.

This means:

• Typos will appear on the website

• Incorrect phone numbers will display

Your responsibility: Double-check all information before saving. Review entries carefully since there's no auto-rejection or error checking.

---

Formatting is Automatic

You don't need to worry about formatting:

• Phone numbers: Enter any way, system formats it

• Website URLs: System handles display formatting

• Addresses: System applies standard formatting

Just enter the information - the backend applies correct formatting following online and digital standards.

---

Multiple Changes on Same Day

You can make multiple changes throughout the day:

• Add 5 galleries in the morning

• Update 2 galleries in the afternoon

• Delete 1 gallery in the evening

All process together at 11:59 PM and appear on the website the next day.

---

Collaborative Editing

Multiple people can work in the file simultaneously:

• Excel Online supports real-time collaboration

• You'll see others' changes as they type

• Be careful not to overwrite someone else's work

Best practice: Communicate with your team if making bulk changes.

---

Best Practices

When Adding Galleries

• Verify the gallery actually carries your products

• Get accurate contact information

• Double-check spelling of business name

• Confirm website URL works (click to test)

---

General Best Practices

• Make changes early in the day (not right before 11:59 PM)

• Review entries before closing the file

• Check the website the next day to verify changes

• Keep the Excel file open as little as possible (prevents conflicts)

• Don't sort or filter the data (can cause issues)

• Don't add extra columns or modify the structure

---

Troubleshooting

Issue: I don't have access to the Excel file

Solution:

• Contact your team lead

• Ask them to submit an access request for you

• Wait for approval - don't request access directly

---

Issue: Changes not appearing on website next day

Solutions:

• Verify you saved the Excel file after making changes

• Check that you edited the correct file (use the link provided)

• Confirm changes were made before 11:59 PM cutoff

• Check the Where to Buy page - search for the gallery name

• Contact the dev team if the above have been checked and the issue persists

---

Issue: Someone else is editing and I can't make changes

Solutions:

• Wait for them to finish

• Coordinate with your team about timing

• Excel Online supports simultaneous editing (multiple people can work)

---

Issue: Not sure if a gallery should be listed

Solutions:

• Check with your team lead

• Better to confirm before adding than remove later

---

Common Scenarios

Scenario 1: Adding multiple new galleries at once

1. Open Excel file

2. Add each gallery as a new row

3. Fill in all columns for each

4. Save when finished

5. All galleries appear on website next day

---