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Catalog Manager

The Catalog Manager helps labels and artists with large catalogs manage their content efficiently. Edit multiple releases, bulk update metadata, and organize your music library.

Overview

What You Can Do

FeatureDescription
Bulk editUpdate multiple releases at once
Search & filterFind releases quickly
Export dataDownload catalog information
OrganizeTag and categorize releases
Status managementTrack release states

Who Should Use It

  • Labels with 50+ releases
  • Artists with extensive back catalogs
  • Distribution partners managing multiple clients
  • Anyone needing bulk operations

Accessing Catalog Manager

  1. Log into LabelGrid
  2. Navigate to Label Tools (or Catalog)
  3. Select Catalog Manager
  4. View your full catalog

Searching and Filtering

Search Options

Find releases by:

  • Release title
  • Artist name
  • UPC/Barcode
  • ISRC (track level)
  • Label name

Filters

Narrow results by:

FilterOptions
StatusDraft, Submitted, Live, Taken Down
Release typeSingle, EP, Album
Date rangeReleased between dates
LabelSpecific imprint
ArtistSpecific artist
StoreDistributed to specific platform

Saved Searches

Save frequently used searches:

  1. Set your filters
  2. Click Save Search
  3. Name your search
  4. Access from saved searches dropdown

Bulk Editing

Selecting Releases

Select individual:

  • Click checkbox next to each release

Select all on page:

  • Click header checkbox

Select all matching:

  • Use Select All Results option
  • Applies to filtered results

Bulk Actions

Available bulk operations:

ActionDescription
Edit metadataChange common fields
Update distributionAdd/remove stores
Change pricingUpdate price tier
Update territoriesChange distribution regions
Take downRemove from stores
ExportDownload selected data

Bulk Metadata Edit

Fields you can bulk update:

  • Genre
  • Label
  • Copyright year
  • C-line/P-line text
  • Explicit flag
  • Language

How to bulk edit:

  1. Select releases
  2. Click Bulk Edit
  3. Choose field to edit
  4. Enter new value
  5. Preview changes
  6. Confirm and apply

Catalog Organization

Tags and Labels

Create custom tags to organize:

  • By project
  • By priority
  • By campaign
  • By any custom category

Adding tags:

  1. Select releases
  2. Click Add Tag
  3. Choose existing or create new
  4. Apply to selection

Collections

Group releases into collections:

  • Artist discographies
  • Campaign bundles
  • Seasonal collections
  • Custom groupings

Export and Reports

Exporting Catalog Data

Download your catalog information:

  1. Select releases (or all)
  2. Click Export
  3. Choose format:
    • CSV (spreadsheets)
    • Excel
    • JSON (technical)
  4. Select fields to include
  5. Download file

Available Export Fields

CategoryFields
ReleaseTitle, UPC, Type, Date
ArtistName, ID, Primary/Featured
TracksTitle, ISRC, Duration
DistributionStores, Status, Dates
MetadataGenre, Label, Copyright

Scheduled Reports

Set up automatic exports:

  • Daily, weekly, or monthly
  • Delivered to email
  • Specific filter criteria

Status Management

Release Statuses

StatusMeaning
DraftNot yet submitted
SubmittedSent for processing
ProcessingBeing delivered
LiveAvailable on stores
UpdatingChanges being processed
Taken DownRemoved from stores
ErrorIssue requiring attention

Filtering by Status

Quickly find releases needing attention:

  • Filter to Error status
  • Review issues
  • Take corrective action
  • Resubmit

Common Operations

Updating Store Distribution

Add or remove stores for multiple releases:

  1. Select releases
  2. Click Update Distribution
  3. Choose stores to add or remove
  4. Confirm changes
  5. Releases re-delivered

Bulk Takedown

Remove multiple releases:

  1. Select releases
  2. Click Bulk Takedown
  3. Choose stores (or all)
  4. Confirm takedown
  5. Monitor status

Transferring Between Labels

Move releases to different label:

  1. Select releases
  2. Click Transfer
  3. Choose destination label
  4. Update copyright info if needed
  5. Confirm transfer

Best Practices

Regular Maintenance

  • Review catalog monthly
  • Check for errors
  • Update outdated information
  • Remove unused drafts

Before Bulk Operations

  • Double-check your selection
  • Use preview when available
  • Start with small batches
  • Verify results before proceeding

Organizing Large Catalogs

  • Use consistent tagging
  • Create logical collections
  • Document your organization system
  • Train team members

Troubleshooting

Bulk Edit Not Working

  • Check permission level
  • Verify releases are editable (not locked)
  • Try smaller batches
  • Contact support if persistent

Export Failing

  • Reduce selection size
  • Try different format
  • Check for special characters
  • Contact support with error

Missing Releases

  • Check filter settings
  • Clear all filters
  • Search by UPC directly
  • Verify release was created

Need Help?

If you need assistance with catalog management, contact our support team.