Centralizing 40K+ Product Records with
PIM and ERP Integration

Problem Statement

Kenmare was managing product information within its existing SYSPRO ERP system. However, making this information available to suppliers, field technicians, and other users involved a highly manual process.

Teams had to export product information from SYSPRO as CSV files, convert the data into properly formatted Excel sheets, and then share those files with users. The company needed a centralized digital platform where external users could access product information directly while enabling its catalog management team to update, validate, and govern product information through structured workflows.

Key Challenges

• Manual Product Data Distribution

  Product information had to be exported from SYSPRO, reformatted into Excel files, and manually distributed to suppliers, field technicians, and other users.

• Limited External Data Access

  Suppliers and field technicians did not have a centralized platform where they could directly access current product information when needed.

• Complex Product Data Management

  Managing more than 40,000 product records required a scalable environment for maintaining product information and attributes.

• Manual Data Correction Process

  Identifying incorrect or incomplete product information and communicating corrections depended on manual coordination between external users and the catalog management team.

• Complex Review & Approval

  Product data changes required validation by internal teams, creating the need for clearly defined roles, permissions, and automated approval workflows.

• Disconnected ERP & Product Data

  Without automated synchronization, maintaining consistent and updated product information between the ERP environment and the product data platform would require additional manual effort.

Solution Implemented

Credencys implemented a Pimcore-based Product Information Management solution, including a web portal and administration environment, to centralize product data management and simplify access for internal and external users.

• Centralized Product Information Management : Implemented PIM capabilities to manage more than 40,000 product records from a centralized platform, allowing authorized users to add, update, and maintain product information.

• Product Attribute Management : Developed structured attribute-management capabilities that allowed teams to define default and custom product attributes and enrich product records with additional information.

• External Product Data Portal : Built a view-only web portal that enabled suppliers and field technicians to search, filter, and access product information without relying on manually distributed spreadsheets.

• Request for Correction Workflow : Enabled external users to submit correction requests whenever product information was inaccurate or incomplete, creating a structured process for improving product data quality.

• Role-Based Review & Approval : Implemented roles, permissions, and review workflows so internal teams could validate requested changes before updating product information.

• SYSPRO ERP Integration : Established bi-directional synchronization between SYSPRO and Pimcore, helping maintain updated product information across both environments.

• Centralized Digital Asset Management : Implemented DAM capabilities to centrally store and manage product-related images, documents, PDFs, spreadsheets, and other digital assets.

• User & Access Management: Created centralized user-management capabilities for internal teams, catalog managers, suppliers, and field technicians with access based on their respective roles and responsibilities.

Business Impact

• Streamlined Product Data Operations

  The centralized platform reduced dependency on manually exporting, formatting, and distributing product information through spreadsheets.

• Improved Product Data Quality

  Structured correction, validation, and approval workflows allowed teams to identify incomplete or inaccurate information and maintain more reliable product records.

• Improved Employee Efficiency

  Automating the correction and approval process reduced the manual effort involved in validating and updating product information.

• Easier Access for Suppliers & Field Teams

  The web portal provided external users with direct access to product information, reducing their dependence on internal teams for manually prepared data files.

• Consistent Data Across Systems

  Bi-directional synchronization between SYSPRO and Pimcore helped keep product information aligned across the ERP and product data environments.

• Stronger Product Data Governance

  Role-based permissions and approval workflows established a controlled process for reviewing and implementing changes to product information.