Manage Gallery Listings

Gallery listings appear on the WHERE TO BUY page of the website, helping customers find retailers. This guide covers adding, updating, and removing gallery entries using the shared Excel file.

What you'll accomplish: Add, change, or remove gallery listings that display on the website.

Time required: 2-5 minutes per entry

What you need:

• Access to the shared Excel file (requires approval)

• Gallery information (name, address, contact details, website)

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How Gallery Management Works

Gallery listings are managed through a shared Excel file in SharePoint. When you make changes in the Excel file, the backend system automatically processes them and updates the website.

The sync schedule:

• Changes are processed once per day

• Sync happens at 11:59 PM (end of calendar day)

• All changes made throughout the day are captured in one batch

This means:

• Add a gallery in the morning → appears on website after 11:59 PM

• Update details in the afternoon → changes appear on website after 11:59 PM

• Delete a gallery anytime during the day → removed from website after 11:59 PM

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Access Requirements

The shared Excel file has restricted access - only approved users can edit.

If You Need Access

Don't request access directly. Instead:

1. Contact your team lead

2. Ask them to submit an access request on your behalf

3. Wait for approval

4. You'll receive access to the Excel file

Why team leads? Access control ensures only authorized personnel can modify gallery listings on the public website.

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Where You're Working

Shared Excel File: link

File name: Galleries

Sheet name: Sheet1

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Excel File Structure

The Excel file contains these columns:

Column	Description	Example
Name	Gallery business name	Royal Lighting
Address Line 1	Street address	159 Avenue Road
City/Town	City or town	Toronto
State/Province	State or province code	ON
Postal Code	Postal or ZIP code	M5M 3X4
Country	Country name	Canada
Phone	Phone number	[phone]
Website	Gallery website URL	https://royallighting.com/

Note: All columns are technically optional, but you should provide relevant details to help website users find the gallery.

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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.

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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.

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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.

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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.

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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.

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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)

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When Updating Galleries

• Verify the new information before entering

• Update ALL fields that changed (don't miss any)

• Double-check you're editing the correct row

• Confirm changes saved properly

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When Removing Galleries

• Confirm the gallery should actually be removed

• Verify you're deleting the correct row

• Delete the entire row, not just cell contents

• Check the row is actually gone after saving

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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

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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

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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

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Issue: Deleted row but gallery still showing on website

Solutions:

• Verify you deleted the entire row (not just cleared cells)

• Check the Excel file - is the row actually gone?

• Confirm deletion was saved

• Wait until the next day after 11:59 PM

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Issue: Multiple galleries need updating and it's tedious

Solutions:

• Make all changes in one session

• Copy/paste information from a prepared list

• Use Excel shortcuts (Ctrl+C, Ctrl+V)

• All changes process together at 11:59 PM anyway

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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)

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Issue: Accidentally deleted the wrong gallery

Solutions:

• Check Excel's version history (File > Version History)

• Restore a previous version if needed

• Or re-add the gallery as a new entry

• Changes don't go live until 11:59 PM, so you have time

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Issue: Not sure if a gallery should be listed

Solutions:

• Check with your team lead

• Better to confirm before adding than remove later

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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

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Scenario 2: Gallery moved to new location

1. Open Excel file

2. Find the gallery's row

3. Update Address Line 1, City/Town, Postal Code (keep name/phone/website)

4. Save

5. Updated address appears next day

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Scenario 3: Gallery changed phone number

1. Open Excel file

2. Find the gallery's row

3. Update only the Phone column

4. Save

5. New phone number displays next day

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Scenario 4: Gallery rebranded with new name and website

1. Open Excel file

2. Find the gallery's row

3. Update Name column and Website column

4. Keep address/phone the same (if unchanged)

5. Save

6. New name and website appear next day

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Scenario 5: Bulk update - removing closed galleries

1. Open Excel file

2. Find each closed gallery

3. Delete entire row for each one

4. Save after all deletions

5. All removed galleries disappear from website next day

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