How does a PIM system work?
Explained simply with practical examples
A Product Information Management (PIM) system ensures that product data can be managed centrally, enriched and distributed across various channels.
But how does a PIM system actually work in practice?
The short answer:
A PIM collects data from various sources, organises it, fills in any missing information and automatically distributes it to online shops, marketplaces or catalogues.
In detail, the process consists of several clearly defined steps
Overview: The 4 core processes of a PIM system
- Import data
- Organising data
- Enrich data
- Export data
These steps make up the entire lifecycle of your product data.
1. Import data
Product data usually comes from a variety of sources:
- ERP systems
- Suppliers (e.g. BMEcat)
- Excel or CSV files
- Existing shop systems
A PIM system collects this data and consolidates it in a central database.
Practical benefits:
- No more scattered data sources
- Reduction in manual imports
- Einheitliche Datenbasis
2. Organising data
Once imported, the data is organised as follows:
- Assignment to categories
- Classification (e.g. ETIM, eclass)
- Definition of attributes and variants
This is where the actual data quality comes into play.
Example:
A cordless screwdriver is not just stored as a product, but also with:
- Power
- Voltage
- Accessories
- Variants (e.g. set / individual unit)
3. Enrich data
The next step involves supplementing and optimising the data:
- Product descriptions (short & long)
- Images and media (DAM)
- Multilingualism
- SEO data
- Marketing information
This step is crucial for subsequent use in sales.
Common extensions:
- Automatic translations
- AI-generated texts
- Media management
4. Export data
Finally, the data is exported to target systems:
- Online shops (e.g. Shopware, WooCommerce)
- Marketplaces
- Catalogues (print / PDF)
- Data platforms (e.g. BMEcat portals)
This is done automatically and in the correct format.
Advantage:
Set it up once – use it anywhere.
Typical workflow within a company
A realistic scenario would look like this:
- Supplier sends BMEcat file
- Import into the PIM
- Automatic structuring (e.g. ETIM)
- Adding text and images
- Translation into other languages
- Export to the online shop
- At the same time: production of a catalogue
Why a PIM system is necessary
Without PIM, typical problems arise:
- The product data is stored in Excel files
- Various versions in circulation
- Incorrect or incomplete data
- Significant manual effort
A PIM solves these problems by:
- centralised data storage
- clear processes
- Automation
Who would benefit from a PIM system?
A PIM is particularly beneficial for:
- Manufacturers with a wide range of products
- Händler mit mehreren Lieferanten
- Companies with multiple sales channels
- Companies with multilingual product data
Conclusion
A PIM system acts as the central hub for your product data:
- It collects data
- it organises them
- improves them
- and distributes them automatically
This transforms unstructured information into a scalable, efficient product data process.
