Overview

The Checklist functionality in Pimics is part of the Quality Management framework. It is used to validate the completeness and correctness of product data before it can be published or used in specific business channels. A checklist defines a set of rules and conditions that an entity (such as an item, item group, or other master data) must meet. These rules can check:

1. Whether a field has a value (e.g., Description, Unit Price).
2. Whether related information exists (e.g., images, features, classifications).
3. Whether a value matches a specific format using regular expressions (Regex).

When certification is performed with a checklist, Pimics runs these checks and generates a Certification Log with warnings and errors. This ensures that only complete, high-quality data can be used in sales channels, web shops, or other business processes.

Key Concepts

1. Checklist – a template that defines which fields or related data must be checked.
2. Recording – field-level rules, with conditions such as Required, Recommended, or Optional.
3. Relations – rules that validate related tables, such as features, descriptions, or pictures.
4. Certification – the process of validating an entity against its assigned checklist.
5. Certification Log – report of all warnings and errors found during certification.

Setting

Two main checklist settings in Catalog Setup are on tabs:

1. General
2. Checklist sales

General settings:

There are two fields of interest in General Settings.

1. Modification on Certified Items
2. Modification on Certified Category

Both define what will happen to System status of an entity when modifications are made after the entity is already certified.

1. Switch always to process option will, upon any modifications to an entity, switch System status to Process.
2. Do nothing will leave System status as it is.

Checklist sales settings:

In this tab, you can find several fields.

The fields When checklist is empty on Item and When checklist is empty on Group define how Pimics handles the certification process when a checklist is not selected on an entity.

1. Certify will let Pimics certify items/groups without a checklist.
2. Fail option will always fail certification of items/groups without an assigned checklist.
3. Use Default Checklist will always certify items/groups with a checklist selected in Catalogue setup.

To select the Default checklist, assign one to a specific entity in this part of Catalog Setup.

Best Practice

When using checklists in Pimics:

1. Define checklists per channel Create separate checklists for each target system (e.g., webshop, Amazon, distributors) since each may require different data quality rules.
2. Start simple, expand gradually Begin with required product fields (e.g., Description, Unit Price) before adding advanced conditions like relations and Regex rules.
3. Use “Required” sparingly Mark only critical fields as Required (blocking). Use Recommended for fields that improve data quality but shouldn’t prevent certification.
4. Leverage relations Ensure completeness not only on item fields but also on related data (digital assets, classifications, translations, etc.).
5. Monitor and act on Certification Logs Treat certification as a feedback loop: use errors and warnings to improve data quality, assign tasks to responsible users, and re-certify after corrections.