What is PIM?
PIM, or Product Information Management, is an advanced product information management system that serves as a key tool for companies across various industries. PIM systems are typically based on an object-oriented database and function as a centralizing tool, enabling the creation, management, and expansion of consistent product information tailored to multiple languages and distributed through various sales channels. The goal of a PIM system is to provide a single, reliable source of product information, significantly simplifying data management and integration with other IT systems, such as ERP. The PIM system is often mistaken for simple databases; however, what sets PIM apart is not only data storage but also its functionality in ensuring high data quality, easy access, and operational efficiency. It can be compared to a Master Data Management system but specializes in product data. Within a PIM system, various types of data can be stored, from technical data and product attributes to marketing descriptions, multimedia files, object references, and translations.
PIM systems, such as Pimcore, are extremely valuable as they free companies from manual product data management across various applications. This, in turn, allows them to focus on sales and marketing strategies, optimize business processes, and improve customer service. Instead of modifying the ERP system for product information management, which often ends in failure, it is better to invest in a dedicated PIM system that ensures proper and efficient management of product data.
Key features
Benefits
For whom
Software providers
Choosing the right PIM system is no trivial task. Our portfolio includes implementations of both systems based on commercial licenses and open-source licenses. Depending on the client’s budget, required implementation technology, or additional offered functionalities, we will propose the best solution. Our experience in implementing the largest number of PIM systems in Poland ensures reliable consulting services. Close cooperation with our partners provides us and our clients with valuable support in carrying out challenging projects. Equally important is the continuous transfer of up-to-date knowledge and experience gained in the German-speaking market, which is undoubtedly the most mature market with the highest number of PIM implementations.
Key features
Product Information Management is a key system for companies in the context of effective product data administration. PIM systems, such as Pimcore, are designed to help companies manage, integrate, and publish product data across various distribution channels and languages.
Import
For smaller implementations, the PIM system becomes the place where product information is created and managed for the first time. In cases where product data comes from external sources, it must be imported, typically via CSV, XLS, XML files, or through web services. PIM systems, utilizing advanced data mapping and transformation techniques, enable integration and synchronization, ensuring data consistency and quality.
The import function is a particularly important part of the workflow for companies acting as Distributors. The PIM system can then be extended with a Supplier Portal feature, transferring the responsibility for entering and updating product information to the Suppliers. This reduces information management costs, shortens the “Time to Market,” and improves the quality of information provided to customers.
Consolidation
In an ideal world, every product should be described in the system only once, with one correct and unique description. However, in reality, due to the work of many individuals and the import of data from various sources and suppliers, data duplicates may appear, leading to redundancy and inconsistency of information. In such cases, it becomes necessary to carry out data cleaning and consolidation processes, known as Data Cleaning.
Data cleaning processes can be automated and executed according to predefined rules and algorithms. It is also possible to quickly search and filter information manually, allowing users to more easily identify and correct erroneous or unnecessary data.
Enrichment
After importing basic data from the ERP application, the comprehensive product description process begins in a Product Information Management (PIM) system, such as Pimcore.
The marketing department enters detailed product descriptions and benefits, which are crucial for its market appeal. Simultaneously, technical specialists or product managers enrich this information with technical or unique attributes specific to the product version. Next, multimedia assets are assigned to each product in the PIM system, such as main images, images of various variants, additional project photos, dimensional drawings, videos, and other essential documents like PDFs, certificates, approvals, or CAD files. These assets are indispensable for creating a complete and engaging product presentation across different distribution channels.
The PIM system also enables the classification of each product and its organization within an advanced, hierarchical structure without redundancy, allowing a single product to be placed in multiple categories simultaneously. The flexibility of PIM systems allows for the creation of nearly unlimited and complex category structures that perfectly reflect and organize the company’s product offering. Within the system, dynamic relationships are also established between products. These relationships may include information about accessories, set components, similar products, or up-sell options, which are particularly important in e-commerce sales strategies.
Attribute management is one of the most critical elements of any PIM system. Systems like Pimcore are equipped with advanced mechanisms that allow for the assignment and management of various attributes for different product groups or object types. These features, including attribute value inheritance and bulk data editing capabilities, significantly streamline product information management, which is invaluable in a rapidly changing market environment.
Translation
One of the challenges faced by companies operating in the global economy is providing customers with product information in their native language. Delivering information to international customers exclusively in English significantly hinders international expansion from the outset. With a broad product range and often complex descriptions, this means that companies aiming to expand beyond their local market will require a significant effort in translations. Addressing these challenges, PIM systems are equipped with highly advanced tools to support translation processes. All data can be fully multilingual, including descriptions, names, attributes, values, value lists (dictionaries), units, and even graphic files, which can all be localized.
Translators also receive support from the PIM system, such as the Translation Memory mechanism. Additionally, there is automatic export and import using XLIFF or XLS formats. Workflow tasks can also be defined to send information requiring verification or new translations to the translator.
Control
In Product Information Management (PIM) systems, the final step before data publication is rigorous data verification. This verification process is carried out at various levels to ensure the highest quality and accuracy of product information. Data control includes checking the correctness of entered data, such as numbers, currencies, and compliance with REGEX patterns, ensuring that all data is consistent and accurate. Additionally, PIM systems emphasize verifying that all required fields are correctly filled out. The system allows for the creation of complex rules for dependencies between product attributes (e.g., if the value of attribute A is specific, the value of attribute B must meet defined criteria). These functions automate and streamline the data verification process, minimizing the risk of errors.
A key aspect of control in PIM systems is also the protection of sensitive data. Access to this data is regulated through access rights, ensuring that only authorized user groups can access confidential information. Furthermore, based on the history of changes to the values of each attribute, identifying the source of an error poses no difficulty.
Publication
In the final stage, once the data has been thoroughly verified and organized, it is prepared for publication across various distribution channels. PIM systems offer unlimited possibilities for data publication, allowing the process to be tailored to specific business needs and requirements. There are no restrictions on where and how the data will be used. Data export can occur in various formats, such as CSV files, XML, or via web services. The data exchange process can be carried out synchronously or asynchronously, depending on user preferences and needs. Standards such as ETL (Extract, Transform, Load) or ESB (Enterprise Service Bus) data buses can be used, ensuring efficient data integration between different systems.
Whether the data is to be used for automated production of printed catalogs, powering B2C or B2B platforms, Pimcore ensures the highest quality of product information. This enables businesses to effectively manage and distribute their products, achieving better business results and customer satisfaction.
Product Information Management – benefits
Shorter Time to Market
Efficient product information management is crucial for reducing the time required to launch new products. It is estimated that optimized processes can shorten this time by up to 50%. For businesses expanding into international markets, the benefits can be even greater.
Increased assortment
Effective information management enables an expanded product range by optimizing the use of product data. This allows businesses to achieve the “long tail” effect, where even niche products can be sold in small quantities but with higher margins, leading to increased profits.
Data consistency
The concept of a single source of truth ensures consistency in information presented across various publication channels, such as printed catalogs, PDF product sheets, websites, and e-commerce systems. This guarantees that information is always consistent in all languages and contexts used.
Greater control over published content
With quick reviews of entered information and data control mechanisms, it is easy to oversee the information shared with customers. Using product lifecycle statuses supports the work on publishing product information, resulting in greater control over content.
Higher sales and conversion rates
Rich product descriptions, completeness, and high-quality information in online stores are critical for search engine positioning and customer purchasing decisions. Well-informed customers are more likely to make a purchase, leading to higher conversion rates and increased sales.
Lower costs
Efficient product information management also brings financial benefits. By entering data once into a single system, duplicate work is eliminated, reducing costs. Additionally, data from a PIM system can be used to automate the creation of product catalogs and reduce the number of inquiries to the Customer Service Department, generating savings for the company.
For whom
When should a company consider implementing a Product Information Management (PIM) system? To facilitate the decision-making process, the criteria below outline situations that might warrant such a move. Meeting any of these criteria, and especially more than one, should serve as a prompt to take further action.
Large number of products
This term is undoubtedly relative. For products with simple characteristics, a large number of products might mean 2,000 SKUs. However, for products with complex descriptions and significantly differing attributes, 500 SKUs could be a threshold value.
An offering of over 5,000 SKUs is a clear signal to take immediate action.
More than one publication channel
Years ago, printed publications were the primary channel for customer communication. Today, product websites, B2C and B2B platforms, mobile applications, PDF documents, and BMEcat e-catalogs are equally, if not more, important. Entering product information into multiple media using traditional methods often requires two or more systems, significantly prolonging the process of launching new products, generating additional costs, and increasing the likelihood of errors. As a result, outdated, incorrect, and inconsistent information becomes an issue, compounded by each additional medium.
Complex descriptions
A product’s name, description, and image are often no longer sufficient. Products may have complex technical characteristics. It’s not uncommon for a description to consist of several or even dozens of attributes, with the total number of required attributes reaching into the hundreds. Product descriptions may also need to include relationships with other products, such as accessories, spare parts, functionality-extending components, or similar products. Additional product images or an engaging video demonstrating its use may be necessary to persuade customers to make a purchase.
Products with many variants
Products often come in many variants, sometimes requiring several parameters to define a specific version. In technical industries, this can result in hundreds of variations of the same product. Product configurators are the best tools for managing such situations, especially when ordering related and parameter-compatible accessories or add-ons.
Countries / Languages
Operating in foreign markets requires delivering product information in the customer’s native language.
Machine translation can only serve as a temporary solution. Localizing all content demands robust tools to reduce translation time to an acceptable level, enabling simultaneous publication in 20 or more countries, all while minimizing costs. A PIM system is undoubtedly the best-suited tool for this task.
Many users
Large enterprises typically employ a broad team working with product information. Everyone must have simultaneous access to view, edit, or download product information. However, not all user groups should have access to all information, which must be governed by access rights. For very large enterprises, including global corporations, central access to product information from various locations across multiple continents is essential.
DTP automation
Printed publications remain an important way to reach and serve customers. However, multi-language product catalogs spanning hundreds of pages require a different approach than traditional page-by-page composition. Automation tools are necessary.
To achieve this, regardless of the tool used, high-quality, highly structured product information with complete graphic material is indispensable. A PIM system provides such data.
Support for external classifications
Business partners increasingly require e-catalogs (not to be confused with PDFs or websites) formatted according to the industry-standard classification. These are typically XML files in the BMEcat standard, which may include ETIM, eCl@ss, Datanorm, or UNSPSC classifications, depending on the industry. While dedicated tools can accomplish this task, entering data into yet another IT system should be avoided, which is where a PIM system proves invaluable.
PIM Systems by Robokat
PIM systems by Robokat are the key to efficient product information management. Our company specializes in implementing PIM systems, offering comprehensive solutions for both B2B and B2C sectors. But that’s not all – our portfolio also includes creating product-focused websites, automating DTP composition using tools like EasyCatalog and PDFreactor, as well as implementing DAM systems and CI-HUB connectors.With a broad range of services, Robokat provides personalized and advanced technological solutions that perfectly address the needs of a dynamically changing market. Choosing Robokat guarantees the expertise of professionals who thoroughly understand the demands and challenges of today’s market. Our tailored solutions enable effective product information management – a crucial factor in today’s fast-paced commercial environment.