Catalog entry editing guide
How to add and edit catalog entries — for admins and superusers with edit access on a toy line.
Last updated: 10 August 2026
Who this is for
You can add, edit, bulk edit, and export catalog entries if you are an admin or superuser with edit permission on that toy line. Other members can only suggest changes via the suggestions queue.
Start here
- Name and Manufacturer are the minimum when adding an entry.
- Main theme (e.g. Power Rangers) is set by the toyline page you are on — not in the edit form.
- Sub-theme blank = the main theme name. Only fill it in when the line needs its own bucket (e.g. Mighty Morphin, The Lost World).
- Series, Wave, and Shipping Case # are separate fields — do not mix them up or put wave text in sub-theme.
- Variant (text field) = label on one row. Variants (section) = links between separate entries.
- Item # = the number only (e.g.
2260), without an "Item #" prefix. - Shipping Case # links to a shared case photo gallery — one upload per case number within a sub-theme, not per toy.
- Leave fields empty when you are unsure. Prefer Unknown over guessing release dates.
How entries are organized
Every toy sits in the same hierarchy. Use the right level for each piece of information.
| Field | Required? | What to enter |
|---|---|---|
| Main theme | Toyline level | Franchise or toyline (Power Rangers, Jurassic Park). You work within an existing main theme. |
| Sub-theme | No | Product line or era within the main theme. Blank defaults to the main theme name. |
| Series | No | Grouping within a sub-theme (Series 1, Deluxe Megazord). In CSV export this column is called subline. |
| Wave | No | Optional split within a series (Wave 1, Wave 2). Not the same as Shipping Case #. |
| Manufacturer | Yes | Toy maker (Bandai, Kenner, Playmates). Always separate from sub-theme. |
In the catalog table, sub-theme is shown as Sub-theme (Manufacturer) — e.g. The Lost World (Kenner). That display label is automatic; in the edit form you enter sub-theme and manufacturer separately.
Identity
| Field | Required? | What to enter |
|---|---|---|
| Name | Yes | Catalog title (e.g. Red Ranger). Shown as the primary title. |
| Manufacturer | Yes | Toy maker (Bandai, Playmates, Kenner, …). Independent from sub-theme. |
| Sub-theme | No | Product line or era within the main theme. Blank = main theme name (default bucket). |
| Variant | No | Short label shown in the table after the name in parentheses (e.g. Blue card, European variant). Use for differences on a single entry, not for separate catalog items. |
| Item # | No | Manufacturer number only (e.g. 2260). Do not type "Item #" — enter the number alone. |
| Description | No | Overview on the toy detail page. Blank line = new paragraph; line starting with - = bullet; link to another toy with [[toy-slug]] or [[Label|toy-slug]]. |
Copy from another toy — Copies fields from another entry in the same main theme (useful for variants or shared series data).
Classification
| Field | Required? | What to enter |
|---|---|---|
| Category | No (defaults to Other) | Product type (Action Figure, Vehicle, Playset, …). |
| Series | No | Series within the line (Series 1, Deluxe Megazord, …). |
| Wave | No | Optional sub-split of a series (Wave 1, Wave 2, …). Separate from Shipping Case #. |
| Shipping Case # | No | Case or pack identifier (2260, A, B, …). See Shipping cases & galleries below — photos are shared per case, not per toy. |
Shipping cases & galleries
Some toy lines shipped in numbered wholesale cases. Each catalog entry can have a Shipping Case # that says which case it belonged to. The case gallery is separate from a toy's own photo gallery: one shared set of photos per case number within a sub-theme, reused by every item with that same number.
| Field | Required? | What to enter |
|---|---|---|
| Shipping Case # | No | Enter the case identifier only (e.g. 2260 or A) — not "Case #". Same rules as Item #. |
| Case gallery | No | Shared photos of the shipping case itself (box art, case layout, assortment). Not photos of the individual toy — use the toy's Photo gallery for that. |
| Case count | No | On the detail page only: how many items fit in one case. This is metadata on the toy, not the gallery. |
Managing case photos (staff with edit access):
| Action | What it does |
|---|---|
| From the edit form | Fill in Shipping Case #, then click Add case photos or Edit case photos next to the field. |
| From the catalog table | When a gallery exists, the case number is a clickable link. Editors also see a pencil icon to add or edit photos. |
| In the gallery modal | Add photos with Kind (Packaging, Loose, Detail, Other), optional caption, and upload. Save gallery when done. |
- Photos are keyed to sub-theme + case number. All items in the same sub-theme with case
2260share one gallery — you only upload once. - Visitors only see a clickable case number when photos exist. Without a gallery, the number is plain text.
- Do not put wave or series text in Shipping Case #. Wave is its own field; series belongs in Series.
- Case galleries are not included in CSV export. Use the edit form or catalog table to manage photos. The CSV column
case_nameis only the identifier.
Release
| Field | Required? | What to enter |
|---|---|---|
| Released | No | Released, Unreleased, Prototype, or Unknown.
|
| Release date | Depends | Released: real date (YYYY, YYYY-MM, or YYYY-MM-DD). Unreleased and Prototype: free text allowed (e.g. Scheduled for fall 1994) or leave blank. Unknown: leave empty or use your best estimate. |
| Country / region | No | Where it was released (US, EU, UK, …). |
| Package format | No | Card, Box, Loose, Plastic bag, or Other — how the toy was sold at retail. Leave unset if unknown. |
Variants (linked entries)
The collapsible Variants section links separate catalog entries (regional variants, repaints, packaging variants). Do not confuse this with the Variant text field in Identity — that is a label on one row only.
| Action | What it does |
|---|---|
| Create variant | New linked entry based on the current one. |
| Link existing | Connect another toy in the same main theme. |
| Remove from group | Unlink without deleting the other entry. |
Retail & market values
| Field | Required? | What to enter |
|---|---|---|
| Retail price currency | If retail price is set | USD, EUR, NLG, DEM, or BEF. |
| Retail price | No | Original suggested retail price in that currency. |
| Loose value (€) | No | Estimated current market value loose, in euros. Often updated via eBay refresh. |
| New / Sealed value (€) | No | Estimated in-package value, in euros. Often updated via eBay refresh. |
eBay sold prices
Available to staff with refresh permission. Admins can override search keywords when sold comps are wrong.
| Field | Required? | What to enter |
|---|---|---|
| eBay search keywords | Admins only | Override the automatic search phrase. Leave empty to use name, manufacturer, item #, etc. |
| Refresh from eBay | No | Fetches sold listings and updates loose/sealed estimates and price history. |
Photo gallery
| Field | Required? | What to enter |
|---|---|---|
| Cover image | Recommended | Main image for the catalog table and top of the detail page. |
| Additional photos | No | Extra images with Kind (Packaging, Loose, Detail, Other), optional Caption, and upload per row. |
Detail page fields
These appear on the toy page only, not in the catalog table:
| Field | Required? | What to enter |
|---|---|---|
| Height | No | Size text (e.g. 11-inch / 28 cm). |
| Country of manufacture | No | e.g. China, Mexico. |
| Case count | No | Items per shipping case, if known. |
| UPC | No | Barcode if known. |
| Parts checklist | No | Included parts: name, qty, part #, notes, optional part images. |
Bulk edit
Select multiple rows in the catalog table, then apply the same values to all of them:
- Only filled-in fields are applied; blank means no change.
- Use Clear to remove that field on all selected items.
- Sub-theme, Series, and Wave can be bulk-updated. Use Reset to default on sub-theme to revert to the main theme name.
- Bulk edit does not cover photos, part images, or full description tooling — use single-entry edit for those.
CSV export & import
Export CSV from a toyline page (all edit-form fields except photos). Keep catalog_slug when editing in Excel so re-import updates the correct row. Export sort order: Year → Series → Item #.
Key columns for taxonomy:
| Field | Required? | What to enter |
|---|---|---|
| catalog_slug | No | Stable toy URL id. Required for updates on re-import; leave unchanged when editing. |
| main_theme | Yes | Franchise / toyline name. |
| sub_theme | No | Sub-theme name. Optional on import — blank defaults to main_theme. |
| brand | Yes | Manufacturer (CSV header is brand). |
| subline | No | Series name. |
| wave | No | Wave within a series. |
| case_name | No | Shipping Case # only — not wave or series text. |
Photos and part images are excluded from export — use the edit form for those. On import, sub-theme names and wave labels are normalized automatically; you do not need to clean old spreadsheet formats by hand.