Efficient onboarding of product data

A product information management system stands and falls with the quality of the data it manages. When introducing a PIM system, the focus is often on the output channels, but the import side is at least as important. When continuously importing product data from different suppliers, it must be ensured that all information is accurate, up-to-date and consistent. However, this process is complex and poses challenges for distributors and manufacturers alike. How can product data be transferred to the PIM system as efficiently as possible? What problems frequently occur and how can they be solved?

What is onboarding in PIM systems?

Onboarding refers to the process of importing, validating and structuring product data from different sources into a PIM system. The aim is to create a consistent and high-quality database that can then be used for various sales channels. Well-executed onboarding reduces sources of error, improves efficiency and makes it easier to manage large data quantities.

ETL: The triad of data processing

A central component of onboarding is ETL (Extract, Transform, Load). This three-stage process ensures smooth data integration, starting with the extraction of data.

It is collected from various sources, for example from XML and Excel files or via REST web services in JSON format. What sounds simple at first glance is often a major challenge, because if no PIM system was previously in use, this data is scattered on different computers, in different departments and in different formats.

Once this is done, it's time to transform it. This is where the data is cleansed and brought into a standardized format. This includes, for example, converting it into the appropriate units of measure and quantity.

Finally, the processed data is imported into the PIM system. Here, checking rules help to avoid incorrect or nonsensical data.

In our experience, one of the biggest challenges is to collect and merge this information. The good news is that modern PIM systems such as crossbase have integrated ETL functions that significantly reduce the effort required for data integration.

Challenges when onboarding product data

Problems often occur when importing product data. This is because suppliers often use different structures and formats and the existing data is therefore extremely diverse.

Inconsistent data formats

It often starts with the designations and structures for attributes such as size, weight or color. Sometimes the length is given in cm, sometimes in mm. For consistent product communication, this information must be standardized.

Inconsistency due to a lack of standardization

It is extremely important to define uniform standards in order to avoid inconsistencies. These specify, for example, how dimensions must be specified, how texts are to be written, which information is mandatory and much more. The clearer these standards are defined, the easier it is for data maintenance staff to create them and the more uniform the external effect is.

Getting to grips with a wide range of variants

Many products exist in numerous variants that differ only in details. Managing these variants is extremely time-consuming, as there are usually many products that are actually identical and only differ in length, diameter or color. To make this easier to handle, PIM systems use hierarchical structures and inheritance logic. Both should be carefully considered during implementation in order to create the perfect structure for your own products.

Mapping and standardization

The two essential means of simplifying onboarding are mapping and standardization.

Data mapping involves transferring data fields from different sources into a standard structure. All product information is assigned correctly and stored consistently. In simple terms, you can imagine it as follows: the information from many small tables is brought together in one large table in such a way that the corresponding information is always in the appropriate columns. In the end, you have a complete overview that is uniform in content even though the sources were very different.

Classification systems such as ETIM or ECLASS help to classify product data into standardized categories, which facilitates the exchange between different systems and partners. They are widely used for the classification of technical products and are particularly useful when information needs to be exchanged in an international environment.

Conclusion

Efficient onboarding of product data is essential for the success of a PIM system. ETL processes, data mapping and the use of classification standards can overcome typical challenges. Companies that apply these methods benefit from precise, up-to-date and consistent product data - an important basis for successful e-commerce and digital processes.