This section of the guide will walk you through the three steps required to set up digital and physical music products on your store.
Step one: Getting your audio, metadata and artwork files ready
First of all, check that your audio meets the high quality standards we explain in our guide to sending audio.
The artwork standards you need to meet are explained in our artwork guide.
For each release you should create a folder named after the UPC. You’ll need a separate folder for the digital and physical versions of a release.
For digital releases, your folder should contain one completed metadata sheet, WAV audio files and the artwork as one JPEG file.
We will need one sheet of metadata for each of your digital releases and a separate sheet for physical versions.
For a physical release, the folder should contain one metadata sheet and the artwork as one JPEG file.
The metadata sheet for a physical version of a product will be largely the same as it’s digital version, with three main differences:
- Please use a different UPC for each version. So for the physical version, use a new UPC.
- In the sound carrier column of the metadata sheet for a physical version, you should put either CD, 7″ Vinyl or 12″ Vinyl. For a digital version you should put ‘File’.
- To make sure that different versions of the same release are listed together on your store, make the Grouping ID column identical for all. For example, if your catalogue numbers are GREED01CD / GREED01LP and GREED01D, make your product identifier GREED01.
If your release will be available in more than one physical format, you can use the same metadata sheet to deliver metadata about all of the versions.
You should also use the first column in the metadata sheet, called ‘Check No’. Put ‘1’ in each row used for the first version, 2 for the second and so on. Each version will need a separate UPC and catalogue number.
Our advice for catalogue numbers for releases with multiple versions would be to add an abbreviation of the version to the end of the grouping ID. For example, if GREED01 is the grouping ID, you could use GREED01CD as the catalogue number for the CD and GREED01LP for vinyl.
Lastly, remember to check whether different versions of a release have different track listings. For example, if there are bonus tracks or different running orders on some of the versions, make sure this is reflected in the metadata.
Meeting your release date: when to upload your files
To make sure that your releases are live on time we recommend that you supply audio, metadata and artwork as early as possible. Try to deliver your files at least 4 weeks before the release date.
Step two: Sending your release to Greedbag
You can send your releases to state51 by uploading files using FTP software such as Cyberduck or Filezilla. If you need help with this, our guide to using Cyberduck is a good place to start.
Your FTP login details can be found in the FTP/SFTP uploads section of your Greedbag dashboard.
Once you have uploaded all of the above, please e-mail firstname.lastname@example.org to tell us there is a new release in your FTP folder.
Step three: Getting your release live on your store
Once your release has been delivered, you need to make it available and add it to the right section of your store. You do this using the Greedbag dashboard.
Checking if your release has been delivered
You can check if your release has encoded and is ready to go live in the ‘Edit Products & Stock Levels’ section of your store right at the bottom.
You will see all your releases listed in the Edit Product and Stock Levels section of your store’s dashboard.
Digital releases should automatically be ready to go live within a day or two of delivery.
Setting up physical releases
Once the information about a physical release has been delivered to Greedbag, you need to set the product up using the dashboard.
You will need to:
- add a price;
- add ‘available in stock’ number;
- add ‘max per order’ number;
- add the right postage band.
If you want to offer free downloads with physical products, you need to create a free download offer.
You can also make physical products available for pre-order.
If we are doing your fulfilment for you, we will add stock levels when your stock arrives here with us. If you want to add stock levels sooner, please make sure we know!
If you want us to ship multiple items as part of an order, please add details of the extra items in the variant name, like this Karl Blau LP, which we ship with a handkerchief:
We strongly encourage you to add short and long product descriptions and reviews to your releases, and also that you add the release to a section of your store, such as the store front.