How To: Use Airtable to manage WooCommerce products

What I wanted to achieve with Airtable & WooCommerce:

My aim was to use Airtable to manage all products on WooCommerce seamlessly – I did not want to be manually importing CSV files or even logging into WordPress after the initial setup.

I wanted to have all the ease of use of Airtable when updating products and never have to think about diving into WordPress.

Services Used:

WordPress Plugins Used:

Visual Map - Airtable & WooCommerce integration:

How To Use Airtable to manage WooCommerce products

How To: Setup Airtable and WooCommerce Integration

Step 1. Configure the Airtable base.

For me I was starting with a current set of products that had been manually entered into WooCommerce. I used WP All Export (WordPress plugin) to export all of my WooCommerce products to a CSV file which I then imported into Airtable and began cleaning up the categories and tags, changing field types to single and multi select, renaming fields and deleting those I would never use.

🎯 The goal here was to make the Airtable base as user friendly as possible, without compromise!

You can make your Airtable base any way you like, we will be manually mapping each field so names etc. don’t really matter to the import… 

If you don’t quite know where to start exactly, I would recommend first creating a few products in WooCommerce and seeing exactly what fields you’ll want to use Airtable to edit.

Step 2. Configuring Google Sheets.

  • Make a new Google Sheet and add the add-on Coupler.io. It’s real easy to set up, just follow the instructions and everything should be fine.
    *You will need to “Create a shareable link” in Airtable and add that into Coupler.io.

  • Run the import and check everything is looking good.

  • Cell address is something to look out for too – For me I needed to add columns for formulas to edit the data into something WooCommerce would like.
    *Product attributes are separated with a “|” whereas Airtable exports them as comma separated.

  • I set the “Cell Address” in Coupler.io to start at cell “G 1” – because when it imports it overwrites everything, so starting it at column G means we have columns A to F that will be un-touched by any imports…
    This is where our formulas ( =SUBSTITUTE (CELL NUMBER, “,”,”|”) will be living.
    *Obviously substitute “CELL NUMBER” for the cell you are working on and then copy that all the way down the sheet.

  • Set up the schedule you want Coupler.io to run at and that’s it… Done

Now for the tricky part that you want to take your time with... At this point I would mention you should BACKUP your site before you proceed and make sure you can easily revert to that backup in case you mess something up!

Step 3. Configuring WP All Import

  • Click “New Import

  • Click “Download a File” and then “From URL”

  • Go to your Google Sheet and click “Share” – copy your “Anyone with this link can view” link and paste it in.
    BUT CHANGE THE END OF THE LINK from:
    https://docs.google.com/spreadsheets/d/FILE_ID/edit?usp=sharing
    to:
    https://docs.google.com/spreadsheets/d/FILE_ID/export?format=csv

 

  • Click “Download

  • Next select where this data will be going, in my case it was “Existing items” and then “WooCommerce Products

  • Click “Continue to step 2

  • Here you can check the data that is going to be imported and make sure it all looks good, you can also add filters at this stage if you’re feeling fancy.

  • Click “Continue to step 3

  • Here is where we map the Airtable data into the WooCommerce fields – just drag and drop the green titles on the right into the fields on the left.
    You can also ass custom text here too and there’s even support for the WordPress plugin “Advanced Custom Fields

  • If you’re using product attributes, take care here to label them correctly:
How To Use Airtable to manage WooCommerce products
  • In the Category and Tag section tell the import what it needs to do. For me I was using a category and tag base that already existed so the settings below are what I needed:
  • Click “Continue to step 4

  • Here you need to choose which field will be used as a common identifier
    For me as I was using an export of the products already on my site – I used the WordPress “Post ID” but you can use any field you want like SKU or Product Title…
    Just bare in mind that this can’t change! This is how each step identifies the product.
    It has to be the constant and it has to be unique!

  • Then click on “Scheduling options” then “Manual Scheduling” and copy the “Trigger URL” and “Processing URL” –
    *We will need them in Step 4

  • Save that import or go ahead and run it if you like!

Step 4. Configuring the "Get URL Cron" plugin

Here is where we finalize the automatic imports based off of any schedule you might want.

  • Click “Set Cron Jobs

  • First paste in your “Trigger URL” from Step 3 – but remove the website address (https://yoursite.com) so it just starts with a “/”

  • Set your interval you want it to run at (for me I do “Once Hourly”) – this will create server load so be careful!

  • Set your start date

  • Leave retries at 1 and change “Required Format” to JSON, leave the last column blank

  • On the second line paste in the “Processing URL” from step 3 the same as above

  • Set the interval to “2 minutes” – this is something WP All Import recommend!

  • The rest just the same as above!

Enjoy your new Airtable managed WooCommerce setup

And that’s it – If every step here went well as you did it then this should work out great… Now head back to your Airtable base and do a test edit and then sit back and wait for the schedule to run!

If like me you’re impatient and want to check every step works, you can make an edit in Airtable, click run in your Google Sheet at the Coupler.io dashboard and then just paste the trigger URL into a web browser – when that completes paste the Processing URL in and hit enter…

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