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Managing Presets

Effective preset management ensures your team can efficiently use saved filters and modification templates. This guide covers organizing, sharing, and maintaining your presets for optimal workflow efficiency.

Preset Organization​

Naming Conventions​

Use consistent, descriptive names that clearly indicate the preset's purpose:

Good Examples:

  • Inventory-LowStock-Electronics
  • Pricing-SeasonalSale-WinterClothing
  • SEO-MissingMetadata-AllProducts
  • Content-NewProducts-StandardSetup

Poor Examples:

  • My Filter 1
  • Test
  • Preset ABC
  • Untitled

Category System​

Organize presets by function:

  • Inventory - Stock management and tracking
  • Pricing - Price updates and sales
  • SEO - Search optimization tasks
  • Content - Product information updates
  • Publishing - Status and visibility changes
  • Maintenance - Cleanup and standardization

Folder Structure​

Create logical groupings:

📁 Daily Operations
  ├── Inventory-DailySync
  ├── Pricing-CompetitorMatch
  └── SEO-MissingTitles

📁 Seasonal Campaigns
  ├── Holiday-WinterSale
  ├── BackToSchool-Promotion
  └── EndOfSeason-Clearance

📁 Product Lifecycle
  ├── NewProduct-Setup
  ├── Discontinued-Archive
  └── Seasonal-Transition

Sharing and Collaboration​

Visibility Levels​

Personal Presets

  • Visible only to the creator
  • Perfect for individual workflows
  • Can be converted to team presets later

Team Presets

  • Shared across all team members
  • Standardize common operations
  • Require appropriate permissions to modify

Department Presets

  • Shared within specific departments
  • Marketing, inventory, or content teams
  • Controlled access based on roles

Permission Management​

Creator Rights

  • Full edit and delete permissions
  • Can change visibility settings
  • Can transfer ownership

Team Member Rights

  • Can use and copy presets
  • Cannot modify original presets
  • Can create personal variations

Admin Rights

  • Full access to all presets
  • Can modify any preset
  • Can manage permissions and ownership

Collaboration Best Practices​

Documentation

  • Add clear descriptions explaining preset purpose
  • Include usage instructions and limitations
  • Document any prerequisites or dependencies

Communication

  • Notify team when creating new shared presets
  • Announce changes to existing presets
  • Provide training on complex presets

Version Control

  • Create new versions instead of modifying existing presets
  • Use version numbers in preset names
  • Archive outdated presets rather than deleting

Preset Maintenance​

Regular Review​

Monthly Audit

  • Review all presets for accuracy
  • Remove unused or outdated presets
  • Update descriptions and documentation

Performance Check

  • Test presets to ensure they still work
  • Verify filter criteria are still valid
  • Check that modifications produce expected results

Usage Analysis

  • Identify most and least used presets
  • Gather feedback from team members
  • Optimize frequently used presets

Updating Presets​

When to Update

  • Product catalog structure changes
  • New fields are added to products
  • Business processes evolve
  • Filter criteria become outdated

How to Update

  1. Test the current preset
  2. Identify what needs to change
  3. Create a backup copy
  4. Make necessary modifications
  5. Test the updated preset
  6. Update documentation
  7. Notify team of changes

Archiving and Cleanup​

Archive Criteria

  • Presets not used in 6+ months
  • Outdated seasonal campaigns
  • Superseded by newer versions
  • No longer relevant to business

Cleanup Process

  1. Identify candidates for archiving
  2. Verify with preset creators/users
  3. Export preset configurations for backup
  4. Move to archive folder or delete
  5. Update documentation

Import and Export​

Exporting Presets​

Individual Export

  • Save specific presets as JSON files
  • Include all filter and modification settings
  • Preserve metadata and descriptions

Bulk Export

  • Export all presets at once
  • Organize by category or creator
  • Include usage statistics and history

Backup Export

  • Regular automated backups
  • Include all preset data and settings
  • Store securely for disaster recovery

Importing Presets​

From Backup

  • Restore presets after system issues
  • Migrate between environments
  • Recover accidentally deleted presets

From Other Stores

  • Share presets between multiple stores
  • Standardize operations across locations
  • Import best practices from other teams

Template Import

  • Use preset templates for common scenarios
  • Industry-specific preset collections
  • Best practice preset libraries

Migration Tools​

Store Migration

  • Transfer presets when changing platforms
  • Maintain preset functionality across systems
  • Preserve team workflows during transitions

Version Upgrades

  • Ensure presets work with new app versions
  • Update deprecated filter criteria
  • Maintain backward compatibility

Advanced Management​

Preset Analytics​

Usage Tracking

  • Monitor which presets are used most
  • Track success rates and error patterns
  • Identify optimization opportunities

Performance Metrics

  • Measure preset execution times
  • Track product selection accuracy
  • Monitor modification success rates

User Behavior

  • See which team members use which presets
  • Identify training needs
  • Optimize preset organization

Automation​

Preset Validation

  • Automatically test presets regularly
  • Alert when presets fail validation
  • Suggest updates for outdated criteria

Usage Notifications

  • Alert when presets haven't been used recently
  • Notify of preset modifications
  • Send usage reports to managers

Maintenance Reminders

  • Schedule regular preset reviews
  • Remind users to update documentation
  • Prompt for cleanup of old presets

Troubleshooting​

Common Issues​

Preset Not Working

  • Check if filter criteria are still valid
  • Verify product data hasn't changed
  • Test with a small product subset

No Results Found

  • Review filter logic (AND vs OR)
  • Check for typos in filter values
  • Ensure products exist matching criteria

Unexpected Results

  • Verify filter conditions are correct
  • Check for recent product data changes
  • Test preset with known product set

Error Resolution​

Validation Errors

  • Update filter criteria to match current data
  • Fix syntax errors in filter expressions
  • Ensure all referenced fields exist

Permission Errors

  • Check user access levels
  • Verify preset sharing settings
  • Contact admin for permission updates

Performance Issues

  • Simplify complex filter combinations
  • Use more specific criteria to reduce scope
  • Break large presets into smaller ones

Best Practices Summary​

Organization​

  • Use consistent naming conventions
  • Organize presets into logical categories
  • Maintain clean folder structures
  • Document preset purposes clearly

Collaboration​

  • Share presets appropriately
  • Communicate changes to team
  • Provide training on complex presets
  • Maintain version control

Maintenance​

  • Review presets regularly
  • Update outdated criteria
  • Archive unused presets
  • Monitor performance and usage

Security​

  • Control access appropriately
  • Backup presets regularly
  • Audit preset usage
  • Maintain data integrity

Next Steps​