Use the Right Tools for Professional Tasks

Summary:

A PIM system (Product Information Management) manages technical data, texts, descriptions, channel-specific content, images, and documents. It concentrates on product data, not customer or personnel data. Transaction data such as stock levels and prices often do not belong in the PIM system, but in the ERP. Master data that does not change is primarily managed in the ERP. Technical data, images and documents can be stored in the PIM or in the DAM (Digital Asset Management). Texts and descriptions are created in the PIM and often translated with AI support. Channel mapping and multi-domain management extend the functionality of the PIM system.

In Detail

Transaction Data

Transaction data is referred to as such due to continuous changes. In the context of product data, this typically involves stock levels or prices.

In principle, transaction data does not belong in a PIM system.

The continuous change in stock is a given and therefore this data is not stored in the PIM system. If it is required for e-commerce, it is transferred directly from the ERP system to the target system.

With regard to prices, a distinction can be made between standard prices such as the RRP (recommended retail price), net or gross sales prices, and customer prices.

The standard prices are often stored in the PIM system, as numerous target systems require this information and are then supplied by the PIM system.

Customer prices can, but do not always have to be stored in the PIM system. As the management of customer data in the PIM system is often not performed, it is difficult to map customer-specific prices in it. The more customer-specific the prices are, the less useful it is to store them in the PIM system.

Master Data

Master data is data that all items have, the so-called data master. Examples include article numbers, descriptions and logistical data such as size and weight.

Unlike transaction data, master data does not change.

Master data is primarily managed in the merchandise management system. The aim is to make an article saleable and tradable. The responsibility therefore lies with the merchandise management system and not the PIM system. However, there are companies—usually around 20 percent—that create items in the PIM system and then forward the data to the merchandise management system. Under no circumstances can a PIM system replace the business processes or functions of an ERP system.

Technical Data

Generally speaking, the technical data of products is managed in the PIM system. Manufacturing companies may also have design systems in which some of the information is stored. However, the design information is not always identical to the information that is forwarded from the PIM system to the communication channels.

As a rule, technical data does not belong in the merchandise management system. Nevertheless, this information is often found there, usually because no PIM system is or was available.

Images

Images are not usually stored directly in the PIM system, but in the DAM system. However, many PIM systems integrate a DAM system, so that both systems are often regarded as one PIM system from the customer’s perspective. Alternatively, it is also possible to connect an external DAM system to a PIM system.

DAM systems can manage images that are not necessarily related to products.

Technical illustrations are also worth mentioning. Raw graphic designs are usually created using tools such as Adobe Illustrator and stored in the company’s folder system. The pixel-based derivative is then stored in the DAM system and forwarded to the appropriate channels.

Documents

This depends heavily on the customer’s requirements and existing infrastructure. Typically, product-related documents can be stored in the DAM system. However, these are usually read-only documents, such as the instruction manual in a PDF. Editable documents, such as instruction manuals in Word or InDesign, are often managed separately.

Texts, Descriptions

These texts are usually created in the PIM system. Texts can be made in different lengths in order to appeal to different customer groups or be adapted for different target channels. Nowadays, derivatives of a text can already be generated at scale with the help of AI.

Translations

If there are only a handful of languages or not much content that needs to be translated, the translation can be carried out in the PIM system. However, the more complex the translations are, the more important it is to use a TMS (translation management system). This is often not done in-house, but is provided by a translation service provider.

The ability of the PIM system to create translations effectively is also crucial.

More and more, translations are no longer created manually, but with the help of AI and loaded directly into the PIM system.
A TMS can also be useful if the company needs to translate a lot of content that is not PIM or product content.

Channel Assignment

A PIM system knows the products and the associated data as well as which channel they belong or already be available in. This assignment is partly fed by the merchandise management system, which controls whether a product is sold via stock availability, or via a country or market assignment (as not every product can be sold in every country), or knows the EOL (end of life) status of an item. However, this is only the case for around 50 percent of companies. Otherwise, this is managed purely in the PIM.

Translation into Other Languages

That’s right, in addition to the direct properties of a product, there are other topics or domains that are associated with PIM but go beyond pure product properties. Some good examples of this are images and documents, as already mentioned. These are linked to products, but are independent objects with their own properties.

There are also a number of other domains or objects that are linked to products but are separate entities with their own properties. The idea is to manage these objects separately instead of treating them as properties of the product. This removes the need for maintaining redundant information about a particular object for each individual product. Instead, the object is created once and can then be referenced by different products.

Here are some examples from different industries:
– DIN standards
– Brands
– Spare parts
– Manufacturer
– Washing instructions
– Certificates
– Publications
– Stores (with pictures, opening hours, and product range)
– Packaging, outer packaging
– etc.

GOT QUESTIONS? FEEL FREE TO ASK!

Each company has unique requirements, prerequisites, and data, which is why every PIM project must be approached individually. On behalf of Y1, I can offer you a customized solution and personally advise you. Get in touch by arranging an initial consultation.

Marc Kulow berät zu PIM-Lösungen, egal ob PIM-Integration, PIM-Upgrade oder allgemeines PIM-Projektmanagement.