Transferring data from Excel to Product Information Management (PIM) systems helps companies optimize their product data handling and enhance operational effectiveness. Usually such a data migration presupposes transferring extensive collections of product data, which may consist of information like descriptions, prices, images, and specifications, from an Excel spreadsheet into a more centralized, accessible, and powerful PIM system. In this article, we will explore the practical elements of this migration, the technologies used, its functioning, and the steps necessary to execute a successful migration.

What is PIM?

PIM (Product Information Management) systems are designed to centralize, organize, and handle product information systematically. PIM systems assist companies in maintaining uniform product data across different platforms, and make information unified and consistent across all channels available including e-commerce websites, ERP systems, or marketplaces.

Although Excel spreadsheets are commonly used to store and manage product information, a more comprehensive solution becomes necessary as companies grow. PIM systems offer sophisticated features such as automated data verification, enhanced categorization, and real-time data updates, which are essential for companies managing extensive amounts of product information.

Techniques That Facilitate The Migration Of Data From Excel Over To PIM

There are various technologies and methods available for effective migration of data from Excel files to PIM systems making the activity less manual and prone to errors. They include:

APIs (Application Programming Interfaces)

Most modern PIM systems have an integrated API that allows programs, such as Microsoft Excel, to record and report data to the PIM. APIs remove the manual interventions required in the migration process of data so that any product details available in the excel document are automatically transferred and organized in the right order.

CSV Import/Export

Many PIM systems also allow the automatic data imports through CSV (Comma Separated Values) files which Excel can save. This makes it possible for companies to transfer data from their spreadsheets to a comma-separated format that can then be uploaded to the PIM system through its import option. Some PIM systems provide even more flexibility and enable you to find the appropriate columns in the CSV file and map them to the appropriate fields in the system.

ETL Tools (Extract, Transform, Load)

ETL tools streamline the process of extracting, transforming, and uploading data into a PIM system. They focus on the cleansing and modifying procedures of data so that it conforms to how the PIM is structured. Talend, Apache Nifi, and Informatica are capable of these tasks such as conversion and transportation of a lot of data files.

Pre-built Importers

Some PIM systems offer pre-built importers for popular file formats like Excel. These tools typically provide a straightforward way to migrate data from Excel to PIM by importing the data in the correct structure. For example, our open-source PIM system AtroPIM allows straightforward automatic data migration from PIM to Excel and vice versa through its free Import/Export modules.

How It Works: The Data Migration Process

The transition process from Excel to PIM typically includes these stages:

Data Mapping

The initial stage of the migration procedure involves aligning the data from your Excel sheet with the relevant fields in the PIM system. This is crucial since product data in Excel may not consistently align with the PIM system's structure. For instance, Excel may include product details such as names, descriptions, and prices in individual columns, whereas the PIM system might require these fields to be organized in a particular format.

Data Cleansing

Prior to transferring data to the PIM, it’s important to clean your Excel file. This involves eliminating duplicate entries, standardizing formats (e.g., currency, date), and fixing any spelling or grammar mistakes. This process guarantees that the information sent to the PIM is reliable, precise, and of excellent quality.

Data Import

After the data is cleaned and organized, it can be imported into the PIM system. Depending on the technique employed (API, CSV, or ETL), the real data import could entail:

• Importing a CSV file into the PIM system using an upload tool.

• Utilizing an API to automatically transfer data from Excel into the PIM.

• Utilizing ETL tools to extract, modify, and import data from Excel into the PIM.

Data Quality Check

Once data has been imported, it’s crucial to verify that all information has been accurately mapped and entered into the system. Check for:

• Data that is absent or improperly formatted

• Incorrect product classifications or characteristics

• Inconsistencies or inaccuracies in product details, pricing, and visuals

Most PIM systems offer error logs to assist in recognizing discrepancies, missing data, or formatting issues during the import process, helping users quickly identify and resolve any errors before proceeding with further testing or external deployment

Testing

Once the data is imported, it is important to test to confirm that all product details are displayed accurately across different sales platforms (e.g., e-commerce sites, marketplaces, etc.). This testing stage allows companies to confirm that the migration succeeded and that there are no problems with the integrity of the product data.

How to Execute the Migration

Get the Data Ready

Make sure your Excel file is clean and well-structured. Organize the columns and information to match the necessary fields in the PIM system.

Select a Migration Method

Choose between CSV imports, an API, or ETL tools based on the features of your PIM system. Refer to your PIM's documentation to determine the optimal migration method.

Validate the Migration

Prior to executing a complete migration, carry out a small test by importing a restricted number of records to assess the procedure and ensure that the data is accurately mapped.

Execute the Migration

Carry out the migration by transferring the data (using CSV, API, or ETL) into the PIM system.

Evaluate and Enhance

Following migration, assess the information in the PIM system, confirm precision, and enhance data for improved product categorization, workflow efficiency, and overall performance.

Key Takeaways

Transferring data from Excel to a PIM system is an important process for companies aiming to enhance their product data management. The procedure includes preparing and organizing data, selecting the appropriate migration technique (CSV, API, or ETL), and checking data accuracy and consistency. PIM solutions like AtroPIM offer free modules to facilitate quick, effortless, and effective pim-excel data migration.