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Upload Items With Images Using An Excel File

The Upload Items with Images using an Excel file tool allows you to bulk upload items—including images—directly into Fohlio without using templates or ZIP files. This streamlines the process and makes it easier to import data from collaborators, designers, or internal teams. 

This guide walks you step by step through preparing your Excel file, uploading it to Fohlio, mapping your data, reviewing errors, and completing the import.

Before You Start

Make sure you have:

  • An Excel (.xlsx) file prepared with item data and images

  • A project or internal library in Fohlio where items will be uploaded

Note: The maximum file size is 100 MB. For larger datasets, split your data into multiple files and upload them separately.

Step 1: Prepare Your Excel File

Your Excel file should closely match the structure used in Fohlio.

File Structure Best Practices

  • Columns represent item attributes (e.g., Name, Category, Supplier, Price)

  • Each row represents one item

  • Every item must have a Category column (mandatory)

Categories

  • Ensure there is a Category column

  • Each row must have a category value

  • Categories will be mapped during the upload process

Images

  • Place images within the same row as the item they belong to

  • Images must not be embedded inside cells

  • Images should be floating/positioned over cells but aligned with the correct row

⚠️ Embedded images will not upload correctly.

To check:

  1. Click the image in Excel

  2. Make sure it is not locked inside a cell

  3. Ensure it aligns with the correct row

Additional Supported Data

You can also include:

  • Suppliers

  • Links

  • Prices and quantities

  • Text and numeric fields

  • Single-select and list fields

Not supported: Area assignment, documents, and multi-select fields (can be added later in Fohlio)

Step 2: Start the Upload in Fohlio

  1. Open your Project or Internal Library in Fohlio

  2. Click Add

  3. Select Bulk Upload & Update via File Import

  4. Choose Upload XLSX with images

Tip: The first option is for uploads without images. Make sure to select the second option.

 

Step 3: Select Your File and Sheet

  1. Upload your prepared Excel (.xlsx) file

  2. Select the correct worksheet from the file

  3. Click Continue

Important: Only Excel files are supported at this time.

Step 4: Select the Header Row

  1. Choose the row that contains your column headers

  2. Make sure the correct header row is highlighted

  3. Click Continue

The file will now process (usually 1–2 minutes).

Step 5: Map Columns to Fohlio Fields

This step connects your Excel columns to Fohlio fields.

Category Mapping (Required)

  • Map your Category column to Category in Fohlio

  • Smart mapping will auto-detect most fields

  • You can manually change mappings if needed

Adjust Mappings

  • If a column is mapped incorrectly, select a different Fohlio field

  • If no exact match exists, choose the closest relevant field

Supplier Mapping

  • Map Excel supplier names to existing Fohlio suppliers

  • You can:

    • Map to a different existing supplier

    • Leave it empty to create or assign later


Supported Data Types

You can map:

  • Text

  • Numbers

  • Prices & quantities

  • Suppliers & contacts

  • Links

  • Images

  • Single-select and list fields

Step 6: Confirm and Review Errors

Click Confirm to validate the data.

If errors are found:

  • Fohlio will show the number of affected rows

  • Click an error to see details (e.g., invalid supplier)

Fixing Errors

At this stage, you can:

  • Remove invalid values

  • Select alternative mappings

  • Make final edits directly in the review screen

  • You can also go a step back and correct mapping if needed

Best practice: Make most changes in Excel, but minor adjustments can be done here.

Step 7: Final Review and Complete Import

  • Images will upload even if they are not visible in the review table

  • Review clean vs error rows

  • Optionally export error rows

Click Complete Import to finish.

           

Step 8: Item Matching (Optional)

You’ll be asked if you want to match items to existing ones:

  • Skip this step for new uploads

  • Use item matching only when updating existing items (overwrites data)

The import may take 1–5 minutes, depending on file size.

Step 9: Verify Uploaded Items

Once complete:

  • Items will appear in your project or library

  • Images, links, suppliers, and other data will be correctly applied

When to Use This Tool?

We recommend this upload method when:

  • Receiving product data from external collaborators

  • Importing large item lists from designers or architects

  • Migrating data into Fohlio

  • Uploading items to an internal library

This is the fastest and simplest way to bulk upload items with images.

Need Help?

If you need assistance:

  • Contact Live Help in Fohlio

  • Reach out to your Account Manager

  • Explore other guides in the Help Center

Thank you for using Fohlio. We recommend this upload method for all future bulk item imports.