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This page explains how to do a variety of things in Consonance that affect more than one record, such as generating a zip file full of marketing material PDFs for multiple works, or generating a spreadsheet with products in multiple rows.

1. Filter

Before doing any of these batch actions, filter your data down in Data Studio so you’re dealing with only the records you are interested in:

  • Go to Data Studio ⤴
  • Search to filter your selection (e.g. to within a range of publication dates)
  • Optionally, switch to Refine results › By product, check the box next to individual products, and click to Exclude selected or Restrict to selected.
  • Click Switch to… and choose from the options that appear. The rest of this help page steps through some of those options, starting with creating a PDF catalogue.

2. Create a PDF catalogue

  • Choose Create, edit and download in bulk › Download marketing material PDFs. You are taken to a page where you can choose from further options.
  • Choose your Marketing material template
  • Choose your sort options, and whether to entries aggregated.

For single-work templates: If you want the PDFs to be at product level, leave the lead product field blank, and click the Create button. This will produce one PDF for each product that appears in your reporting results. If you want the PDFs to be at work level, which means all the products of the work that are in your reporting results appear on the PDF, choose the lead product from this dropdown, and click the Create button.

For multi-work templates: If you want the PDF’s entries to be at product level, leave the lead product field blank, and click the Create button. This will produce one product per entry on the PDF, for each product that appears in your reporting results. If you want the PDF’s entries to be at work level, which means all the products of the work that are in your reporting results appear grouped, as a work, choose the lead product from this dropdown, and click the Create button. This creates one work per entry on the PDF, including its products’ details.

  • Read the effect of the action before confirming.
  • When the PDF is created, the notifications icon will change to indicate the file is ready to download
  • Click on the Result in notifications, to download it to your desktop.

3. Add products to a batch

A batch contains products. Use batches when it’s helpful to maintain ad hoc groupings.

  • Choose Create, edit and download in bulk › Create batch
  • Or, if you want to add to an existing batch, choose Create, edit and download in bulk › Add to batch
  • Click the button to proceed, and read the effect of the action before confirming.
  • Go to Metadata › Batches ⤴ to review the batch.

4. Run a custom report

Custom reports are templates where you choose the columns to be included in a spreadsheet download. Running a custom report takes the results of a search in Data Studio, uses your custom report template to decide what the columns are, and writes the data to a downloadable spreadsheet.

  • Choose Create, edit and download in bulk › Run product custom report or Run product custom report and choose the custom report name
  • Click the button to proceed.
  • The notifications icon will change to indicate when your file is ready to download
  • Alternatively, view the results, rather than export them as a batch action. Click View data lists › Product custom report, or the same for contacts, and follow the instructions.

5. Create a batch of marketing material PDFs.

The term marketing materials encompasses catalogues, flyers, tipsheets, advance information sheets, sales sheets, internal briefings, rights guides and so on. They are professionally laid out documents, produced from Consonance, in the PDF format. They can have one work per PDF file, or many. Additionally, an entry into the PDF can be at work or product level. You can choose styling and data element options when you set up a marketing material template – you can set up as many templates as you like, for different purposes.

  • Choose Create, edit and download in bulk › Download marketing material PDFs
  • Choose the template you want. Click Run.

Don’t see a suitable template? Add marketing material templates in Metadata › Marketing materials ⤴.

  • The notifications icon will change to indicate when your file is ready to download
  • Click on Result to download your PDFs in a zip file.
  • Unzip the file on your desktop to review your files.

6. Create or add to an ONIX file batch

ONIX file batches gather together all the information required to send ONIX to recipients. This includes who is going to receive the ONIX file, what version of ONIX they want, how the file should be sent e.g. by SFTP, and which product records are to be sent. Most clients send us a support ticket to automate this process. Read on if you want to manually generate an ONIX file batch, but bear in mind we are here to help you avoid disaster before you send the wrong data to the wrong recipient in the wrong format. Email support@consonance.app.

To create a new ONIX file, manually:

  • Choose Create, edit and download in bulk › Create ONIX file batch
  • Type in whatever name you would like to give the batch that you and your colleagues will be able to recognise in future.
  • Choose the relevant transfer template. Is the dropdown empty, or missing the recipient you require? Please email support@consonance.app and we will set it up for you.
  • Click on the ONIX file batch link in the message that appears.
  • Click Gather Export data then wait until the Notifications count goes up by one.
  • Refresh the page, and click Create file. If there is no Create file button, and you have Incremental selected, then there are no changes on these products since the last time you sent data to this recipient. Set Incremental to no, save the page and the Create file link appears. Your file will include data the recipient has already received.
  • After maybe a minute, depending on how many products you’ve selected, the Notifications counter will go up one, saying ONIX file built successfully.
  • To view (not download) the ONIX, click on Notifications › ONIX file built successfully › click to expand the row › File: Click here to open. That will open your ONIX XML file in your browser. Don’t try to save the file from here as your browser will probably try to save the HTML webpage rather than the XML data.
  • To download (not view) the ONIX, click on Notifications › ONIX file built successfully. Click to expand the row then right mouse and Save File on File: Click here to open. That will save your ONIX XML file to your computer. Attach that .xml file, as you would an Excel spreadsheet or a .jpg file, to an email, Slack message or whatever destination you have in mind.
  • To transmit the file via FTP, click on Notifications › ONIX file built successfully. Click to expand the row then Transmit file. This option will only exist if your template includes FTP details.

7. Include in your website

Only follow these instructions if you have worked with us to set up an ecommerce site for your company, fed from Consonance.

  • Choose Create, edit and download in bulk › Include in your website feed
  • Choose your shop name
  • Click Run

8. Delete from a batch

  • Go to Metadata › Batches ⤴.
  • Click through to edit the batch you want (click on the name of the batch, or choose Edit from the actions menu).
  • Scroll over to the last column and click Remove.

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