Table of Contents

Prepare SharePoint files for automatic assignment

For larger file volumes, we recommend using SharePoint as the central file repository, keeping file names structured, and automating assignment in Pimics through rules.

This approach minimizes manual work and makes bulk file onboarding easier to manage.

Define a clear naming pattern

Automatic assignment works best when all files follow one clear naming pattern.

For example, the item number can always appear at the beginning of the file name, followed by a suffix such as _1, _2, front, or back.

Examples:

  • 100045_front.jpg
  • 100045_back.jpg
  • 100045_1.jpg
  • 100045_manual.pdf

With a consistent pattern, Pimics can automatically assign multiple pictures or documents to the same item.

Note

If the item number is stored in the folder name instead of the file name, Pimics can also use that structure, provided the pattern is consistent.

If file names are not unique or do not contain a reliable item reference, use one of these options:

  • Rename the files before uploading them.
  • Prepare a mapping table, for example in Excel, to support the assignment process.
  1. Make sure the file names or folder names contain the item number in a consistent format.
  2. Upload the source files to the relevant SharePoint library.
  3. Set up assignment rules in Pimics based on that pattern.
  4. Run the synchronization from SharePoint to Pimics.
  5. Review the imported files and confirm that the automatic assignment worked as expected.

Reuse pictures on item group level

If several item variants, such as different sizes, use the same picture, you do not always need to assign that picture to each item separately.

In this case, consider assigning the picture at the item-group level and inheriting it to individual items. This can reduce duplicate assignments and simplify maintenance.

Apply the same logic to documents

The same recommendation applies to documents such as manuals, safety information, or product sheets.

If a document belongs to a specific item and the item number is included in the file name, it can be assigned automatically.

If one document applies to an entire item group, it is usually better to store and assign it at the group level and inherit it to related items.