Introduction

The data import process uses a standardized format designed to minimize manual intervention. This system enables you to transmit data in a fixed format using a CSV which can be processed efficiently and uniformly across multiple platform modules. These modules include Users, Orders, Product Catalog Management (PCM), Manual Spend and Points.

Key Functionalities Supported

• User Creation: Import member data efficiently to create and manage member profiles within the system.
• Order Generation: Enable the automatic generation of orders by importing order details in bulk.
• Product Catalog Management (PCM): Simplify the import of product details for streamlined catalog updates.
• Points Management: Award and manage loyalty points effectively through bulk data uploads.
• Manual Spend: Points are added to a member's account manually, outside of the automated transaction systems. The spend is adjusted using the manual spend functionality.

Implementation Process

The data import system is designed to provide a seamless and efficient process through standardized data formats, automated validation, and integration across multiple modules. The key elements of the implementation include:

• Data Format Specifications:
  The primary format for data import will be CSV, ensuring simplicity and compatibility. Each module will have a clearly defined structure with both required and optional fields. To facilitate implementation, templates will be provided for each supported module, outlining the necessary fields and formats to ensure consistency and compliance with the system's requirements.
• Data Validation:
  Automated validation checks will be in place to verify that all incoming data adheres to the standardized format. This process ensures the integrity of the data and that there are no errors or inconsistencies before processing. If any issues are detected, they will be flagged, and detailed error reports will be generated to assist you in making the necessary corrections.
• Module Integration:
  The standardized data will be processed seamlessly across multiple modules, leveraging existing APIs and backend systems. This integration enables real-time updates and ensures that data flows smoothly from one module to another without manual intervention.
• Authentication Mechanisms:
  You will be required to provide authentication credentials for secure access to their data storage locations. The system is designed to support multiple platforms, including SFTP and other common storage solutions. This flexibility allows you to choose their preferred storage provider while maintaining robust security and accessibility standards. Authentication details will be configured during the initial setup to ensure secure data transfer.
• Automation and Scheduled Imports:
  The system will utilize a common script for data processing, reducing redundancy and promoting consistency across modules. Automation is a core feature, with cron jobs set to fetch data at configurable intervals, such as hourly, daily, weekly, or monthly. This automated process ensures that data is processed promptly and reduces the need for manual intervention, improving efficiency and reducing potential delays.

Data Import Formats by Module

Users

Overview

The Users module supports importing data to create or update member profiles in the system. Data must be provided in a CSV format that matches the fields supported by the user creation API.

A sample csv can be downloaded from here: Users_Sample_Formats_for_Imports.csv

Below are definitions for each field in the CSV file for user data import standardization:

Process

• Place the CSV file in a designated location (for example SFTP, AWS S3 bucket).
• The system authenticates and retrieves the file based on your setup.
• Data is validated and imported to create or update member profiles.

Orders

Overview

The Orders module allows you to upload order data for processing, including order creation and status updates.

Format

A sample csv can be downloaded from here: Orders_Sample_Formats_for_Imports.csv

Below are the definitions for the fields in a CSV file for orders data import standardization:

Process

• Provide the order data in the standard format.
• The system processes the data to update or create order records in the loyalty system.

Product Catalogue Management (PCM)

Overview

PCM data import supports crediting or debiting points for purchase activities done by the member.

Format

A sample csv can be downloaded from here: PCM_Sample_Formats_for_Imports.csv

Below are definitions for each field in a CSV file for product catalog management data import standardization:

Process

• The system identifies whether the data pertains to credit or debit actions.
• Points are updated based on the provided Action ID and associated product attributes.

Points

Overview

The Points module facilitates bulk point imports for members.

Format

A sample csv can be downloaded from here: Points_Sample_Formats_for_Imports.csv

Below are definitions for each field in a CSV file for points data import standardization:

Process

• Data is validated against the standard format.
• Points are credited or debited based on the input.

Manual Spend

Overview

Manual Spend refers to manually modifying the recorded spend amount. If there are discrepancies in the spending calculation due to system errors, corrections, or special cases, adjustments can be made through this process.

Based on whether the adjustment increases or decreases the spend amount, the corresponding points will be either credited or debited to the member’s account accordingly.

Format

A sample csv can be downloaded from here: Manual_Spend_Sample_Formats_for_Imports.csv

Below are the definitions for each field in a CSV file for manual spend data import standardization:

Process

• Data is validated against the standard format.

Coupon Code

Coupon codes for rewards are managed through Additional Loyalty Settings under Coupon Groups, where each reward is assigned a specific coupon group for uploading relevant codes. This process was done through manual uploads, but it has been automated to improve efficiency and accuracy. A scheduled job will handle the uploading of coupon codes, ensuring seamless and timely updates without the need for manual intervention. This automation reduces the risk of errors, saves time, and streamlines reward distribution.

File Format Requirements

The input file must adhere to a structured format that is CSV and contain the following required fields:

1. Multi Template ID – Optional; required if the site is configured with multiple templates.
2. Reward ID – Specifies which reward the uploaded coupon codes belong to.
3. Coupon Code – The actual coupon code to be uploaded.

The file format must be consistent, and any deviation may result in processing errors.

CSV File Format

Open image-20250327-073859.png

A sample csv can be downloaded from here: CouponCodeSample.csv

File Storage and Retrieval: 

We can establish a connection to the client instance (SFTP, S3, etc.) and retrieve files from specified folders or locations. Alternatively, the client can connect to our instance (SFTP, S3, etc.) and push files to a designated folder or location for processing.

Execution Frequency

The frequency at which the scheduled job runs depends on client requirements. Possible scheduling options include:

• Daily Uploads: Rarely used, as frequent coupon code changes are uncommon.
• Weekly Uploads: Suitable for moderate changes in coupon codes.
• Monthly Uploads: Commonly used when updating coupon codes at the start of a new cycle.
• On-Demand Execution: Clients can trigger uploads whenever necessary, as per business needs.

Additional Features

1. File Validation

• Ensures the correct file format (CSV). 
• Checks for missing columns and records before processing.
• Prevents processing if the file structure is incorrect.

      2. Handling Existing Coupon Codes

• When uploading new coupon codes, the system provides the following options:
• Replace: Removes unassigned coupon codes and uploads new ones.
• Append: Adds new coupon codes without removing existing ones.

Replace Condition:

• The system checks for available coupon codes (those not assigned to loyalty members) against the specific reward ID.
• These available coupon codes are removed before inserting new coupon codes.

    Example:

• Initially, there are 100 coupon codes for reward ID 123, with 50 assigned to loyalty members and 50 still available. When a new batch of 100 codes is uploaded, the system removes the 50 unassigned codes and replaces them with the newly uploaded ones. As a result, the final count of available coupon codes for reward ID 123 becomes 100.

Append Condition:

• The system adds new coupon codes to the existing ones for the specified reward ID.

    Example:

• Reward ID 123 initially has 50 available coupon codes. When a new batch of 100 codes is uploaded, the system appends the new codes to the existing ones, increasing the total count of available coupon codes to 150. 

The system provides the ability to choose between Append and Replace as needed.

      3. Duplicate Handling

• The system checks for duplicate coupon codes at the reward level.
• Custom logic will determine whether duplicates are allowed or restricted based on business rules.
• Clients can configure duplication settings as per their needs.

      4. Low Coupon Code Alerts

• Low coupon alerts should function based on the configured settings for the reward group.
• When coupon codes fall below a set threshold, an automated notification will be sent to the designated email addresses.

Considerations

The system must efficiently parse CSV files, validate mandatory fields, and correctly map data to the database. It should also maintain logs of failed records and send scheduled alerts for successes or failures.

By implementing this automated coupon code import process, organizations can streamline their reward distribution, minimize errors, and enhance overall operational efficiency.

Conclusion

The introduction of this standardized data import format represents a significant advancement in operational efficiency. By providing a uniform structure, secure authentication mechanisms, and automated processing capabilities, the system ensures consistency, scalability, and ease of use. This document serves as a comprehensive guide for implementing and adhering to the new format, enabling clients to benefit from a streamlined and reliable data import process.