A connected product range
Spare parts and accessories must match the right models, versions and configurations. Superseded products need suitable replacements, with any compatibility conditions clearly recorded.
Connected product data in practice
An illustrative HVAC manufacturing scenario with Pimcore
ILLUSTRATIVE SCENARIO
From scattered product data to connected product experiences
Follow an Australian HVAC and refrigeration manufacturer as it connects product data, media and documents with its website, B2B ordering and distributor network.
Product data
Images
Documents
CONNECTED PRODUCT RECORD SCS-R240 Commercial refrigeration unit Illustrative product
Website
B2B ordering
Distributors
ILLUSTRATIVE ESTIMATE
Over 1,100 hours of team time freed up per year
Based on six recurring tasks in this modelled scenario.
See the assumptionsAbout this scenario. This idealised scenario combines and generalises patterns from Stimulus’ client projects to protect confidentiality. The company, people and products are fictional; figures are illustrative assumptions and calculations. It does not describe a single client or report measured results.
THE COMPANY
Thousands of products. A network of people who depend on them.
Southern Climate Systems is a fictional Australian manufacturer of commercial HVAC and refrigeration equipment, serving trade partners in Australia, New Zealand and selected European markets.
Around 5,000 SKUs
Equipment, product variants, accessories and spare parts.
Around 1,200 trade partners
Distributors, installation businesses and service partners.
Multiple markets. Three languages.
Product content and documents in English, German and French.
Company details, figures, markets and languages are illustrative scenario assumptions.
Different people. Different needs.
Distributors need sales materials. Installers need specifications and guides. Service technicians need compatible parts. Purchasing teams need product codes, pricing and availability. Products and documents also vary by market and language.
BEFORE
When product information lives in too many places
Product information is scattered across systems, files and folders. The website, B2B ordering portal and partner documents hold separate versions, including translations and market-specific content. The team keeps them aligned manually.
Warranty enquiries arrive by email, with serial numbers and supporting documents collected separately.
ERP
Spreadsheets
Supplier files
Images & manuals
Your team Checking. Copying. Chasing.
Website &
B2B ordering
B2B ordering
Distributor files
Datasheets &
price lists
price lists
Product configurator
Separate records. Manual handovers. Repeated updates.
Three recurring problems
Conflicting versions across systems, languages and markets
The same update repeated across documents and channels
Time lost finding files and checking product, compatibility and equipment details
The people behind the process
Maya Product manager
Checks specifications, model versions and compatible parts. Chases missing information and confirms market requirements.
Priya Marketing manager
Finds approved images and updates website content, datasheets and catalogues. Coordinates translations.
Ben Sales manager
Builds distributor packs and answers partner enquiries. Checks product details, pricing and availability across separate sources.
Alex Operations manager
Asks each team about missing information, translations and approvals to understand launch readiness.
A specification changes
A refrigeration unit’s specification and spare-part requirement change. Maya checks affected models and versions. Priya updates content, documents and translations. Ben rebuilds distributor packs and contacts partners. Alex asks what is complete and what is still outstanding.
THE IMPACT
One product. Many places for things to go wrong.
Product information supports websites, ordering, distributor channels and published materials. When these hold different versions, partners need clarification and the team spends more time resolving discrepancies.
PRODUCT DATA SCS-R240 · Version 02
One product. Many outputs to keep aligned.
ILLUSTRATIVE CHANNEL SNAPSHOT
Website
SCS-R240 · Version 02
Current details shownB2B ordering
Still shows Version 01 details
Older specificationDatasheet
English updated. German pending.
Translation out of stepPrice list
Product details + ERP pricing
Separate export to maintainDistributor feed
Previous product description
Partner copy outdatedCatalogue
Details copied into the layout
Another output to checkConfigurator
No compatible part linked to Version 02
Compatibility unclearInstallation manual
Version 01 guide offered for Version 02
Wrong model versionPartners need clarification
Distributors, installers and technicians contact the team to confirm which details apply.
Corrections multiply
Teams update documents, translations and exports separately. Older copies can remain in use.
Quotes and orders face delays
Conflicting specifications or unclear compatibility can delay decisions or lead to incorrect selection.
Readiness is hard to see
Managers lack a shared view of what is complete, approved and ready for each market.
THE CHANGE
How the connected business fits together
Stimulus connects managed product data and media in Pimcore with the company’s ERP, digital channels and publishing tools.
Existing systems & information
Connect the sources the business already uses.
- ERPPricing, stock and commercial information
- Supplier data & spreadsheetsProduct details and technical specifications
- Images & documentsPhotographs, manuals and certificates
CONNECTED FOUNDATION
Pimcore
PIM & MDM
Product data and relationships
DAM
Linked media and documents
Ownership · Checks · Approvals
Channels & outputs
Reuse approved information across the business.
- Website & product discovery Product pages, configurator and compatible-part selection
- B2B ordering portal Account pricing and availability from the ERP
- Distributor feeds & price lists Partner formats and pricing from the agreed source
- Datasheets, catalogues & manuals Automated datasheets, catalogue publishing and linked documents
Warranty support
Connected registration and requests through a form or portal.
Equipment context
Serial numbers Supporting documents
Alex & the team
Ready Needs attention
Shared management overview
Responsible owner Markets & channels
Stimulus also works with OpenDXP. Platform selection depends on business requirements and delivery scope.
Manage information at its source. Put it to work across the business.
AFTER
One product record. The relationships that matter.
Maya manages specifications, variants and product relationships in Pimcore, with clear language, market and review status.
Specifications & relationships
Defined fields, units and connections give each detail context.
- Product families & variants Shared specifications with variant differences
- Models, versions & configurations Details linked to the relevant equipment
- Compatible parts & accessories Reviewed replacements and fitting conditions
- Languages & markets EN · DE · FR, market availability and relevant documents
PRODUCT RECORD · PIMCORE
SCS-R240
Commercial refrigeration unit
Version 02
Managed together · Reviewed before release
Maya’s review overview
See what is complete and what needs attention.
- Specifications and variants Approved
- Compatible parts and replacements Approved
- German product content Needs review
- French installation guide Missing information
Ben finds a replacement part
For an older installed unit.
Identify the equipment
Model Version
Check the relationship
Compatible part Replacement conditions
Confirm through the ERP
Pricing Availability
AFTER
The right image. The right document. Ready to reuse.
Priya finds approved media and documents through the product record, with the version, language and market context she needs.
Product media
Photographs linked to the relevant model and configuration.
Main photograph
Configuration detail
One approved image. Multiple outputs.
Website thumbnail Product detail image Banner crop Distributor export
Configured rules prepare the required sizes, crops and formats.
CONNECTED PRODUCT RECORD
SCS-R240
Commercial refrigeration unit
Version 02
One source. Connected assets.
Technical documents
A shared manual can serve a product family.
- Installation manual DE · Version 02 · Germany · Approved
- Technical drawing Version 02 · Approved
- Certificate Version 02 · Germany · Approved for use
- Earlier installation manual DE · Version 01 · Superseded
Context for each asset
Choose the right file for its intended use.
Languages
ENDEFR
Applicability
Model & versionMarket
Review status
ApprovedSuperseded
A German distributor requests an asset pack. Priya selects the configuration photographs and German manual, checks approval and market applicability, then prepares the export without searching separate folders.
AFTER
Find the right product. Get the details. Place the order.
Partners explore products and documents on the website, then sign in to the B2B portal for account pricing and ordering. Both use approved product data and media.
Illustrative examples. Product codes and commercial details are fictional.
01 · Find product details
Product pages bring specifications, images, accessories and documents together for the selected language and market.
SCS-R240 · Version 02
- Australia · English
- Specifications and compatible accessories
- Datasheet and matching installation guide
02 · Check the right part
Filters and configured compatibility rules guide model, configuration and spare-part selection.
SCS-R240 · Cold-room configuration
- Selected model version: 02
- Compatible fan assembly: SCS-FA240-V02
- Recorded fitting conditions available to check
03 · Place the order
Signed-in customers build and submit orders using account pricing and stock availability from the ERP.
SCS-FA240-V02 · Fan assembly
- Account price: A$185.00 excl. GST
- In stock at last ERP update
- Order quantity: 2
Pricing and availability follow the configured ERP update interval. Warranty requests go to the responsible team for assessment.
AFTER
The same information. Prepared for every partner and format.
Ben prepares distributor packs from approved product records and linked media. Priya uses the same sources for datasheets and catalogues, with content selected for each language, market and format.
SCS-R240 · Version 02 Approved product data, images and documents
Distributor exports
Partner profiles define the products, fields, file formats and image sizes. Ben checks the range and generates the pack.
Product datasheets
Configured web-to-print templates automatically generate datasheets from approved specifications and images, ready for review before release.
Customer price lists
Product codes and descriptions combine with pricing from the ERP or agreed commercial source for the selected customer and currency.
Catalogue production
Configured publishing tools populate layouts with approved data and media. Priya reviews the content and design before release.
Templates, export profiles and publishing tools are configured for the solution. Previously sent files, downloaded copies and printed catalogues still need a managed update and distribution process.
Related capabilities
PIM & MDM · DAM · Systems Integration · Catalogue Production & Web-to-Print
AFTER
Update the source. Coordinate the change.
The same specification change now starts with one managed record. The team checks affected variants, languages and outputs, then coordinates review and release.
SCS-R240 · Version 02 Revised specification · Source change approved
Maya Product manager
Updates the record, checks affected products and submits the technical change for approval.
Priya Marketing manager
Reviews datasheets automatically regenerated by web-to-print and checks affected catalogue layouts.
Ben Sales manager
Prepares updated distributor packs and notifies partners when the relevant outputs are ready.
Alex Operations manager
Sees completed updates, outstanding reviews and who is responsible for the next step.
Documents awaiting review are excluded from released packs. Previously sent files, partner copies and printed catalogues still require replacement or notification.
THE DIFFERENCE
Less chasing. More time for the work that matters.
The same team manages the range, with less searching, copying and repeated checking.
Maya
Product manager
Before
Checked separate files and chased missing specifications.
After
Manages product details and relationships together, with clear review status.
Priya
Marketing manager
Before
Searched for approved assets and copied details into materials.
After
Reuses linked assets and reviews generated datasheets, freeing time for design and campaigns.
Ben
Sales manager
Before
Rebuilt distributor packs and answered routine information requests.
After
Uses export profiles and partner self-service, leaving more time for advice and relationships.
Alex
Operations manager
Before
Asked each team for updates on progress and launch readiness.
After
Sees outstanding work, responsibilities and readiness across markets and channels.
Partners and customers
Distributors · Installers · Service technicians · Purchasing teams
Before: Called or emailed to confirm details, find documents and arrange orders.
After: Find relevant documents, check compatible parts and place routine orders online. Equipment registration and warranty requests use a connected form or portal.
Less repeated work inside the business. A clearer experience for its partners and customers.
MODELLED VALUE
Over 1,100 hours a year for more valuable work
Small reductions in recurring work add up. This illustrative model estimates the team capacity released through connected product data, automated outputs and B2B self-service.
Illustrative model · Not measured client results
97 hrs 20 min PER MONTH
Team time released across six recurring tasks.
1,168 hrs PER YEAR
Monthly total × 12, assuming the same workload throughout the year.
View assumptions and calculation
| Activity | Monthly volume | Time released per item | Time released per month |
|---|---|---|---|
| Product data updates | 80 updates | 15 min | 20 hrs |
| Datasheet preparation | 60 documents | 15 min | 15 hrs |
| Image variant preparation | 40 images | 10 min | 6 hrs 40 min |
| Distributor pack preparation | 20 packs | 35 min | 11 hrs 40 min |
| Routine enquiries resolved through self-service | 200 enquiries | 6 min | 20 hrs |
| Orders moved to the B2B portal | 180 orders | 8 min | 24 hrs |
| MONTHLY TOTAL | 97 hrs 20 min | ||
| ANNUAL TOTAL · monthly total × 12 | 1,168 hrs | ||
Model assumptions
Approved source information, configured templates and exports, working integrations and customer adoption of the portal. Time released is the net reduction in staff handling time, allowing for routine checks and review.
Avoiding double counting
Product updates exclude document and image preparation. Distributor packs use prepared assets and documents. Enquiry handling excludes order processing and warranty cases.
This models fully established operations, not the first year of implementation. The annual total assumes the stated monthly workload over all 12 months.
All volumes and time reductions are illustrative assumptions. Actual outcomes depend on starting processes, implementation scope, data quality and adoption.
YOUR PATH
Build towards the full picture at your own pace
Start with one product range, publishing task or partner channel. Build towards the connected picture in stages, shaped by your priorities, team capacity and budget.
LET’S TALK
Where is disconnected information creating extra work?
Tell us how your team manages products, documents and partner orders today. We’ll help you identify a practical starting point and assess where a connected solution could deliver value.