By Samantha Broekert, PIM Specialist
Data mapping: the core of product data management.
Do you recognise the challenge of manually entering product data from countless supplier files? Perhaps you find that errors creep into your product information due to miscommunication between systems, or you struggle to integrate data from various sources because structures and terminology simply do not align.
You are not alone. Many organisations struggle to manage product data efficiently and without error. Fortunately, there is a solution to keep your information flowing correctly: Data mapping.
What is data mapping?
Data mapping is the process where data from different sources is linked and structured. Imagine you want to bring product information together from multiple systems, such as supplier data. Without data mapping, these data points cannot communicate effectively because each system uses its own structure and naming conventions.
With data mapping, you establish connections between all these different data points so that everything is clear and accessible within a single system. It forms the foundation of a reliable data flow and ensures that all information remains consistent and up to date. For organisations, this means less manual work, fewer errors, and far more efficient data processing.
How to map incoming data in four steps
1. Gain insight into your data
Start with an overview of your own product data and the source data. By examining this closely, you can determine which fields from the source you need and where they fit into your structure. This prevents confusion later and allows you to proceed through the mapping process quickly and effectively.
2. Link the correct fields
Next, you link the source fields to the fields in your own structure. By doing this carefully, you ensure that all data lands in the correct place in your system. This prevents errors during the import process and makes working with your data more consistent and reliable.
3. Set up conversions where necessary
If source data does not align perfectly with your system, you can adjust this by setting up conversions. For example, you might convert various colour names to your internal standards, change "yes/no" fields to true/false, or merge different elements. This creates a consistent data flow that better suits your requirements.
4. Test and deploy your mapping
Test your mapping thoroughly to be certain all data reaches the right destination. Within the Product Information Management platform, you can scroll through live data to verify everything is correct. Once testing is complete and any errors are corrected, you can deploy the mapping for live use, allowing your data to be used effectively straight away.
Challenges in Data Mapping
When mapping data, you may encounter several challenges. Here are a few key points to consider:
1. Data volume
The larger the volume of data, the more challenging it becomes to maintain clarity. Mapping thousands of products requires an efficient approach to ensure the process remains smooth without slowing down your system.
2. Different data formats
Suppliers often use their own file formats, layouts, and field names, making standardisation difficult. Whether it involves Excel, CSV, or XML, each source requires a specific approach and often adds complexity when linking to your fields in the PIM.
3. Complex logic
When merging data from different sources or performing conversions, the logic can become complex. For example, if you want to prioritise data from one specific source or adjust values based on certain conditions, your mapping must be flexible enough to support this.
4. Multiple sources for the same field
Sometimes different sources provide data for the same field. If three suppliers provide a product description, how do you determine which data is most relevant? This is where setting rules and priorities becomes essential, ensuring you always have the right data in the right place.
Why is data mapping so important?
Data mapping does not just eliminate a significant amount of manual work: it also ensures your PIM platform runs smoothly and without errors. Manually entering product information is time consuming and quickly leads to mistakes. By mapping your data automatically, you save time and prevent information from ending up in the wrong fields.
Well configured mapping means new data is imported easily without the need to manually check everything during every import. This allows you to work more efficiently and process more data in less time. Your product information remains organised and reliable, freeing up your time for higher value tasks.
Why is consistency in product data so important for e-commerce?
Consistency in product data is crucial for a uniform customer experience. Inaccurate or inconsistent product information leads to customer confusion, higher return rates, and damage to brand perception. High quality product data supports SEO efforts and improves consumer decision making processes.
Data mapping in PIM: in practice.
At ConnectingTheDots, we offer extensive capabilities for mapping both incoming and outgoing data. In this article, we focus primarily on incoming data and how it works in practice.
A simple example: suppose you create a mapping where you link fields from a source file to the fields in your PIM. A supplier might place the product name in column 6 as "Product title", while you want this data in the "Product Name" field in your PIM. By linking this field once, you ensure that the product title automatically lands in the right place in your PIM during every upload.
A more complex example involves standardising colour data when working with different suppliers. If you sell clothing and one supplier calls a T-shirt colour "light green", another uses "neon green", and a third uses "apple green", you can set up conversions to avoid having hundreds of different shades of green in your PIM. You can configure the system so that "light green" automatically maps to "green". This keeps the colour data consistent, regardless of the term the supplier uses.
In short, with the data mapping tools in a PIM platform, you can manage your data seamlessly and efficiently, keeping your product information organised and reliable.
Automatic data mapping: the next step.
Do you want to take your data mapping further? With automatic data mapping, managing your product information becomes even easier. You can schedule incoming data so that it is processed automatically at the right time.
You have the choice: send the complete dataset or only the changes. This keeps your PIM up to date without loading unnecessary data. Whether you work with Excel, CSV, JSON, or XML, at ConnectingTheDots we automatically convert everything to JSON, allowing you to start mapping your data immediately without extra steps.
Curious how this works in practice? Our Import & Onboarding capabilities make it possible to process your data quickly and efficiently, exactly how you want it!
Launch products faster by streamlining your Import & Onboarding process.
Want to know more?
Would you like to learn more about data mapping and how to apply it to your Product Information Management process? We would be happy to discuss it with you. Contact us to explore the possibilities together.