1. Purpose

The purpose of this SOP is to provide clear, step-by-step guidance on updating the product database to ensure accuracy, consistency, and user experience. The objective is to create a streamlined process that minimizes errors and enhances the quality of the product database.

2. Scope

This SOP applies to all tasks related to updating the product database, including new product additions, updating existing product details, enhancing images, standardizing product names and descriptions, and ensuring attributes comply with brand guidelines.

3. Responsibilities

• Operations Department: Manages the product database by uploading, editing, and organizing product information.

4. PROCESS WORKFLOW

Identify Products Needing Updates:

• Generate a list of products requiring updates, such as missing attributes, outdated pricing, incorrect descriptions, or outdated images.
• Use ClickUp to track products flagged for updates, ensuring visibility and accountability.

Collect Required Data:

• Source accurate information for products, such as names, descriptions, images, prices, and attributes (e.g., size, color, weight).
• Confirm all data aligns with brand guidelines.

Standardize Data Formatting:

• Format names, descriptions, and attributes to align with defined standards (e.g., “Product Name – Form – Quantity”).
• Ensure images meet standard dimensions and align with brand design guidelines.

Update the Database:

• Enter new data or modify existing entries in the POS Mastersheet to maintain a master record.
• Upload images in the required formats (JPEG or PNG) and ensure they meet quality standards.

Review and Approve Changes:

• Assign a team member to review updates for typos, formatting errors, and inconsistencies.
• The Project Leader approves all updates before deployment to ensure compliance with standards.

Deploy Updates:

• Once all updates are tested and approved, push the changes live and upload them to WooCommerce.
   

5. Procedure

Image Guidelines:

Step 1: Source and download the Image

• Refer to this link to identify the correct brand or vendor for each product: https://docs.google.com/spreadsheets/d/1Zw1Jj5Q8YxzHIvbOBnoq0_wgNipYKySOqxFDFBFPTQ4/edit?usp=sharing
• Once you are in the tracking sheet, locate the links in the "Canva Link" column. 

• Click on the links to open the corresponding folder for each brand.
• Gather the source images from the appropriate vendor or brand directory.
• Tip: Check the brand's website first for images before searching the vendor's website.

• After sourcing the image make sure to get the highest quality image. To do this, just right click on the image and choose open image to a new tab.

• You can download the images to your local folder or you can simply drag and drop the image to the blank canvas in Canva.

Step 2: Add the Image

• Click on Upload Files in Canva to add the product image you sourced.

• Drag the uploaded image onto the white canvas in the template. 
• Make sure to keep the image within the margin lines on the template for proper alignment. 

Tip: If the image doesn’t fit perfectly, try resizing by dragging the corners until it aligns well.

Step 4: Remove the Background

• Use the “BG Remover” tool in Canva to remove the background from your image. 

Step 5: Enhance the Image if necessary

• If needed, you can use Canva’s image editor to sharpen or brighten the image.

• You may also use an Image Upscaler tool to improve the quality.

Step 6: Rename the Image with the correct format. 

• Naming format examples:
  • ProductName - Front
  • ProductName - Back
  • ProductName - SF (for Supplemental Facts)
  • ProductName - Gallery Image 1 (2 and so on)
• Make sure to rename the image using the correct format. This is important because when the folder is downloaded, the images will keep the names you assign to them.

Step 7: Update the tracking sheet

• After editing the image, make sure to mark ✅ the columns after you added the images. 
• This is important for better tracking and organization, ensuring nothing is missed and everything stays up to date.

NOTE:

• Additional Images: 
  • Include supplementary images, when available from brand or vendor websites. 
  • Use extra images from the brand or vendor's website. Try to get at least five, if available.
• Image Specifications:
  • Size: Ensure all images are 800 x 800 pixels for uniformity.
  • File Size: Download images at 100 KB to maintain web optimization without compromising quality.
• Design Standards:
  • Ensure images have no background and no shadows for a clean, consistent look across all product listings.