Importing and Exporting Data in Miva Merchant
The Data Management feature in Miva Merchant provides powerful tools for efficiently managing your store’s data. Through this section of the admin, you can import, export, and download data templates to handle large amounts of information quickly and accurately, saving significant time compared to updating records manually through the user interface.
Data Management allows you to:
Download templates that show the exact file structure required for successful data imports.
Export existing store data to files for reporting, bulk editing, or integration with other systems.
These features streamline tasks like bulk product updates, customer record changes, inventory adjustments, and data backups, helping you maintain accurate and consistent information across your store. To access the Miva Data Management page navigate to:
PATH: Settings > Data Management > Import/ Export or Import Settings
Downloading Templates
1. Navigate to Data Management > Import Settings
2. Download a template from the Import Settings page by selecting the appropriate template (e.g., "Add/Update Categories from CSV Template")
3. Click CSV Template, XLS Template, or CSV to download
Click Here to learn more about Miva's Import Settings feature.
About Templates
Both template types contain the same information and column structure.
The CSV Template is a plain-text file that can be opened and edited in any spreadsheet program, such as Excel or Google Sheets.
The XLS Template is an XML-based version of the same file, formatted for use in spreadsheet software that supports XML. While it offers more flexibility for advanced users, it typically requires familiarity with XML formatting.
For most users, the CSV Template is the preferred option because it’s simpler to open, edit, and re-import into Miva.
Best Practice: Rename the downloaded file (for example, add_update_products.csv instead of the default import.csv or import.xls) so it’s easier to identify later when you upload your data.
Adding Data to a Template
The next step is to enter your data into the template you downloaded.
1. Open the downloaded file in your preferred spreadsheet program for CVS Template
2. Enter Your Data according to the column headers shown in the template. Each column represents a specific data field in Miva (for example, CATEGORY_CODE, CATEGORY_NAME, CATEGORY_ACTIVE, etc.).
You don’t need to fill in every column — only the fields relevant to your update. Leave optional fields blank if they don’t apply to your data.
For information on creating CVS files for creating Attributes, Options, and generating Variants see the Inventory Variants Documentation under the section: CSV Import: Add/Update Product Variants from CSV.
3. Save the file in CSV format (regardless of which template format you downloaded)
4. For XML Imports If you’re working with XML files, use the Import Data and Settings in XML Provisioning Format import option. You can view XML tag used in Miva in this Github Repo XML Provisioning Reference Guide.
For XML use the Import Data and Settings in XML Provisioning Format import. Click Here to see view tags for XML.
Importing Data
Once your data file is ready, the next step is to import it into Miva Merchant.
1. Navigate to the Import/Export tab on the Data Management page.
2. Select the Import Type: Under the Import Data column, find the import option that matches your template. Example: If you previously downloaded and edited the Add/Update Categories from CSV template, select Add/Update Categories from CSV here.
3. Upload Your File: On the import screen, you can either drag and drop your file into the window or click Choose File to browse and select it from your computer.
Note: Miva supports two file formats for import — CSV and XML. Use CSV files for most imports. XML files are used specifically with the Import Data and Settings in XML Provisioning Format option.
Tip: If you’re importing large datasets or making major updates, it’s a good idea to test your file with a few sample rows first. This helps confirm that your column headers and field formats are correct before importing all your data.
To learn about creating scheduled tasks for importing data read the Scheduled Task for Importing Data documentation. Click Here.
Exporting Data
On the Data Management page under the Export Data column, you’ll see all available export options.
Miva comes with the following export options:
Attributes |
Affiliates |
Shipment Information |
Categories |
Customers |
URIs |
Products |
Orders |
User Data |
Export Settings
When you click an export option in Data Management → Export Data (for example, Export Attributes to XML File), a new page opens with configuration options. Here, you can:
Choose which data fields to include in the export.
Adjust formatting and file options, such as delimiters and file types.
Select the file destination for the exported data.
File Destination
For the file destination, you can either have the export emailed to you or saved directly on your server. All exported files are stored in your server’s data directory by default.
Note: The Affiliates export does not support email delivery; it must be retrieved from the server
You can choose to either email the export file to yourself or save the file directly on your server.
All exported files are stored by default in your server’s data directory.
Finding the Exported File
If you’re unsure where your exported file is saved, follow these steps:
1. Export a file (for example, export Attributes). The default file name is provide.xml.
2. FTP to your server and search for the filename "provide.xml".
3. Search for the exported filename (provide.xml) to locate the directory.
Once located, you can download or move the file for further processing.
Export Attributes to XML File
PATH: Settings > Data Management > Import/Export tab > Export Attributes to XML File
Select Export Attributes to XML File under Export Data column. The Export Attributes to XML File screen will appear:
1. Export Product Attributes to File:
2. Email File To:
* Do Not Email: The file will be created on your server. You can use FTP to transfer the file to your local machine.
* Enter an email address: the file will be created and automatically emailed to you.
3. If File Exists: select either Append to File or Replace File
4. Export Product Attributes In:
- Add Mode: if you select this option, a flag is written to the export file. When you re-import the attribute data, new attribute will be added to your store, but existing attributes will not be overwritten by the file.
- Replace All Mode: if you select this option, a flag is written to the export file. When you reimport the attribute data, all existing attributes in your store will be over-written by the file.
5. Click the Export button.
Example:
If we create a product called "t-shirt" with an attribute called "Size", the XML would look like this: <ProductAttribute_Add_Template product_code="t-shirt"> <AttributeTemplateCode>Size
If we opened the XML file in Excel, it would look like this:
Export Categories To Flat File
PATH: Settings > Data Management > Import/Export tab > Export Categories to Flat File
Select Export Categories to Flat File. The Export Categories to Flat File screen will appear:
1. Export Categories To File: Enter a filename for the exported file.
2. If File Exists: Choose whether you want to append to or replace an existing file. You should select Append to File with caution because it can result in duplicate data in the file.
3. Email File To:
- Do Not Email: The file will be created on your server. You can use FTP to transfer the file to your local machine.
- Enter an email address: the file will be created and automatically emailed to you.
4. Standard Fields / Custom Fields: Choose the list of fields that you want to include in the export file.
5. File Format:
- Customer Import: This is the default import process. Choose this format if you are using the import process introduced in PR8. See Data Management > Import/Export Tab.
- Legacy Import Customers From Flat File: Choose this format if you are using the import process that existed before PR8.
6. Delimiter: Choose a Delimiter for the file.
7. Click the Export button.
Export Products To Flat File
PATH: Settings > Data Management > Import/Export tab > Export Products to Flat File
Select Export Products to Flat File. The Export Products to Flat File screen will appear:
1. Export Products To File: Enter a filename for the exported file.
2. If File Exists: Choose whether you want to append to or replace an existing file. You should select Append to File with caution because it can result in duplicate data in the file.
3. Email File To:
- Do Not Email: The file will be created on your server. You can use FTP to transfer the file to your local machine.
- Enter an email address: the file will be created and automatically emailed to you.
4. Products to Export: You can choose to export information about all of the products in your store or a range of products. The range fields let you break your product list into sections, if you think you have too many products to fit comfortably into a single flat file.
Tip: Finding Your Product Count
- Go to Catalog > Products
- Click Show > All
- Click Select Multiple Records, then CSV
- Review the downloaded file to see your total product count
5. Export Fields: Select the fields to include in the export file.
6. File Format:
- Product Import: This is the default import process. Choose this format if you are using the import process introduced in PR8.
- Legacy Import Products From Flat File: Choose this format if you are using the import process that existed before PR8.
- Miva Merchant XML Provisioning: This is an XML file.
7. File Delimiter: You can set the field delimiter to a tab or any other character.
8. Category Settings:
- Export Only Products In Category: Select this option if you only want to export products in a single Category.
- Include /Ignore Category List: Choose whether you want the categories names to appear in the exported file.
9. Click the Export button.
Export Affiliates To Flat File
PATH: Settings > Data Management > Import/Export tab > Export Affiliates to Flat File
Select Export Affiliates to Flat File. The Export Affiliates to Flat File screen will appear:
1. Export Affiliates to File: Enter a filename for the exported file. The default filename is "affiliates.csv"
2. If File Exists: Choose whether you want to append or replace an existing file. You should select Append to File with caution because it can result in duplicate data in the file.
3. Email File To:
- Do Not Email: The file will be created on your server. You can use FTP to transfer the file to your local machine.
- Enter an email address: the file will be created and automatically emailed to you.
4. Fields to Export: Select the affiliate fields that you want to export.
5. Delimiter: You can set the field delimiter to a tab or any other character.
6. Click the Export button.
Export Customers to a Flat File
PATH: Settings > Data Management > Import/Export tab > Export Customers to Flat File
Select Export Customers to Flat File. The Export Customers to Flat File screen will appear:
1. Export Customers to File: Enter a filename for the exported file. The default filename is "customers.csv"
2. If File Exists: Choose whether you want to append or replace an existing file. You should select Append to File with caution because it can result in duplicate data in the file.
3. Email File To:
- Do Not Email: The file will be created on your server. You can use FTP to transfer the file to your local machine.
- Enter an email address: the file will be created and automatically emailed to you.
4. Standard Fields: Select the customer fields that you want to export.
5. File Format:
- Customer Import: This is the default import process. Choose this format if you are using the import process introduced in PR8. See Data Management > Import/Export Tab.
- Legacy Import Customers From Flat File: Choose this format if you are using the import process that existed before PR8.
6. Delimiter: Choose a Delimiter for the file.
7. Click the Export button
Export Orders To Flat File
PATH: Settings > Data Management > Import/Export tab > Export Orders to Flat File
Select Export Orders to Flat File. The Export Orders to Flat File screen will appear:
1. Export Orders To File: Enter a filename for the exported file.
2. If File Exists: Choose whether you want to append to or replace an existing file. You should select Append to File with caution because it can result in duplicate data in the file.
3. Email File To:
- Do Not Email: The file will be created on your server. You can use FTP to transfer the file to your local machine.
- Enter an email address: the file will be created and automatically emailed to you.
4. Batch to Export: Select from, All Orders and All Unbatched Orders: only export those orders that are not part of a Batch.
5. Custom Fields:
6. Delimiter: Choose a Delimiter for the file.
7. Click the Export button.
Export Shipment Information to Flat File
PATH: Settings > Data Management > Import/Export tab > Select Export Shipment Information to Flat File
The Export Shipment Information to Flat File screen will appear:
1. Export Shipments To File: Enter a filename for the exported file.
2. Email File To:
- Do Not Email: The file will be created on your server. You can use FTP to transfer the file to your local machine.
- Enter an email address: the file will be created and automatically emailed to you.
3. If File Exists: Choose whether you want to append to or replace an existing file. You should select Append to File with caution because it can result in duplicate data in the file.
4. File Delimiter: You can set the field delimiter to a tab or any other character
5. Click the Export button.
See also Notes: Import Shipment Information from CSV.
Export URI to XML File
PATH: Settings > Data Management > Import/Export tab > Export URI to XML File
Export URI allows you to update, manage, and edit your store URIs, Miva allows you to select from Page, Category, Product, and Feed URIs.
Export User Data to XML File
PATH: Settings > Data Management > Import/Export tab > Export Data > Export Data to XML File
Each Miva admin user has their own account (See Users.), which stores individual preferences and interface customizations. (This is separate from a customer account, which your shoppers use on your storefront.)
User data that can be exported are Bookmarks, User Settings, and User Preferences.
If you’re setting up a new Miva store or migrating to a different environment, you can export this data and import it into the new store to preserve your user preferences.
To Export Your User Data
Under Export Data, select Export User Data to XML File then choose your export options:
File name: Enter a name for your XML file (for example,
userdata.xml).If File Exists: Choose Append to File or Replace File.
Email File To: Leave as Do Not Email or enter an email address if you want the file sent to you.
User Data: Select which preferences to include (Bookmarks, User Settings, User Preferences).
Then Click Export.
Your XML file will be saved to your server’s data directory (or emailed, if selected).
Then import your User Preferences:
To Import Your User Data
PATH: Settings > Data Management > Import/Export tab > Import Data > Import Data and Settings in XML Provisioning Format
1. Under Import Data, select Import Data and Settings in XML Provisioning Format.
2. Upload your exported userdata.xml file to apply your preferences to the new store.