Datasheet upload

Overview

Datasheet upload imports team products by reading manufacturer datasheet files — PDFs, Word documents, Excel spreadsheets, or CSV exports. Tendersight extracts technical specifications and creates catalog entries automatically, optionally enriched by AI processing for pursuit-ready highlighted specs.

Use this path when product data lives in formal datasheets rather than spreadsheets or e-commerce systems. It is Path A on the new product hub for spec-heavy documents.

Tip: Before you upload, confirm you have:

  • Searchable PDFs or native Excel spec sheets (scanned images extract poorly)

  • Product categories created if you import many families

  • Expected product count estimated for combined catalog PDFs

  • AI credits available if you enable processing

  • File size under plan limit (typically 10 MB per file)

Important: Each uploaded file becomes at least one processing task on the products list Processing tasks panel. Products are not fully usable for technical offer highlighting until processing completes when AI is enabled.

Datasheet upload vs other catalog paths

Aspect

Datasheet upload

CSV import

User manual

Manual input

Source

PDF, DOC, XLS, CSV files

One .csv file

PDF, DOC manuals

Typed form

Volume

Multiple files per batch

Hundreds of rows

Multiple files

One product

Spec quality

High from tables

Column-mapped + unmapped cols

Prose extraction

You type

Expected count field

Yes per file

N/A

No

N/A

Badge on list

Uploaded datasheet

Uploaded products list

Uploaded user manual

Manual input

Flow diagram

When to use

Good fit

Poor fit

Manufacturer PDF with spec tables

Plain price list → CSV import

Multiple product families as separate PDFs

Instruction manuals → User manual upload

Excel spec matrix from supplier

Single SKU you can type → Manual input

Combined catalog PDF (set expected count)

Live WooCommerce → Connected services

How to open

Path

Steps

From new product hub

Click Datasheet card

Page heading: Upload datasheet

Three-step wizard

Desktop shows horizontal stepper (hidden on small screens — use Back / Next):

Step

Title

1

Upload files

2

Assign categories

3

Review & process

Steps are non-linear on desktop — click completed steps to jump back. Cannot skip ahead without files uploaded.

Step 1 — Upload files (numbered)

  1. Open dashed dropzone — Select datasheet files or drag-and-drop.

  2. Add one or more files: Supports PDF, DOC, DOCX, XLS, XLSX, CSV files.

  3. Review Datasheet files to upload table:

Column

Content

File

Icon + filename

Size

Human-readable

Expected product count

Optional integer ≥ 1 — products per file

Actions

Remove (X)

  1. Set expected product count when one PDF contains multiple distinct products (e.g., combined catalog). Leave blank if unsure.

  2. Click Next: Assign categories — enabled when ≥ 1 file present.

  3. Back returns to new product hub.

Footer: "These datasheet files will be processed to create products for your team."

Step 2 — Assign categories (numbered)

Shared UI with CSV and user manual flows. Full reference: Product categories — assignment during import.

  1. Review Uncategorized column — uploaded files with search and multiselect.

  2. Drag files to Categories drop targets, or select → Assign to category.

  3. Optionally Create category inline without leaving wizard.

  4. Use keyboard A (select all shown) and Escape (clear selection).

  5. Click Continue with {N} items — category assignment is optional.

Header: Assign files to product categories

Subtitle: "Use search, multiselect and bulk assign to quickly categorize thousands of items."

Step 3 — Review & process (numbered)

  1. Review Enable AI processing toggle:

AI on

AI off

Start processing button

Create products button

Credit estimate badge

No badge

Background enrichment

Direct extraction only

  1. Read benefit bullets: technical offer highlights, automapping, attribute mapping.

  2. Click Start processing or Create products.

  3. Back returns to category step (files preserved).

Default: AI on when subscription allows.

After submission

AI enabled

Toast

Next

Yes

"AI processing started!" — "We will notify you when the products are ready."

Redirect to products list

No

"Products imported!" — "Your team can now use the products you've uploaded in the tenders you pursue."

Redirect to products list

Error: "An error has occurred!" — "We couldn't process the datasheets you uploaded. Please try again later."

On the products list

  1. Open Processing tasks — track Pending / Processing / Failed per file.

  2. When complete, products appear with badge Uploaded datasheet.

  3. Open specifications viewer to verify highlights.

  4. Fix gaps via row Content sheet.

Failed tasks: Download source, delete task, fix file, re-upload.

Permissions

Action

Administrator

Collaborator

Upload datasheets

Yes

Yes

Assign categories during wizard

Yes

Yes

Create categories inline

Yes

Yes

Enable AI processing

Yes*

Yes*

\*Feature Team products sourced from connected sources + AI credits.

Best practices

  1. One product family per file when possible — cleaner extraction than mixed catalogs.

  2. Set expected product count on multi-product PDFs.

  3. Assign categories before submit — business knowledge guides AI context.

  4. Enable AI processing on supported plans — dramatically improves pursuit automapping.

  5. Use searchable PDFs — OCR on scans may fail or produce thin specs.

  6. Verify in specifications viewer after each batch — fix critical specs in Content sheet.

What you can and cannot do

You can

  • Mix PDF and Excel in one batch

  • Leave files uncategorized

  • Re-upload after failed tasks

  • Upload multiple files in one submission

You cannot

  • Resume a cancelled wizard mid-flight — files are not saved until submit

  • Exceed per-file size limit without server rejection

  • Force synchronous AI — processing is background

FAQ

How many files can I upload at once?

Multiple files per submission. Each file becomes at least one processing task.

What file types work best?

Native PDF and Excel spec sheets. DOC/DOCX and CSV supported.

Must I assign categories?

No — uncategorized files still import.

Can I mix PDF and Excel in one batch?

Yes — each file processes independently.

What if processing fails?

Processing tasks → Failed → download source, verify readability, delete task, re-upload.

Is there a file size limit?

Typically 10 MB per file (product configuration). Oversized files may be rejected server-side.

How is this different from user manual upload?

Datasheets target spec tables and support Excel/CSV; user manuals target prose instructions (PDF/DOC only).

Troubleshooting

Symptom

Cause

Action

Next disabled on step 1

No files

Upload at least one file

Cannot click step 2 on stepper

No files

Upload first

All tasks failed

Corrupt or scanned PDF

Re-export searchable PDF

Products missing specs

AI off + sparse source

Re-import with AI enabled

Expected count ignored

Invalid number ≤ 0

Enter positive integer or leave blank

Pending never clears

Pipeline stuck

Refresh; delete failed task; contact support if persistent

  • New product hub

  • Products list

  • Manual product create

  • User manual upload

  • CSV import

  • Product categories

  • Specifications viewer