Laatste update: 20/11/2024
Creating a technical data sheet with product specifications is not rocket science. However, if the data is not managed properly, it could be a tedious job. These technical sheets contain a lot of information, and are not always centrally accessible.
The challenge: multiple sources and outdated data
The numerical, technical properties of a product are determined by R&D engineers and technicians. A short, engaging product description flows more effortlessly from the pen of a marketing professional. Safety, environmental, and health directives then have to be reviewed by the legal department. On top of that, these guidelines can still vary significantly from one country to another. And then, of course, there are the graphics, images, and branding guidelines to consider. If you want to create a polished technical sheet, you need to gather input from various departments and pull data from multiple databases.
An additional issue is that many of these databases often contain conflicting, outdated, or even incorrect information. In the past, for instance, those tasked with compiling the data for a technical data sheet might store everything locally in a folder or on Google Docs, seemingly organising all the necessary input in one place. However, product specifications evolve, as do regulations and usage guidelines. When the technical sheet needs an update, all the data has to be rechecked. But wait – where exactly is that central repository again? And are you sure this is the most up-to-date version? The solution: centralise and automate.
Solution 1: Dynamic Data Publishing Suite (DDPS)
Fragmented data in non-integrated systems is a known problem. Solving this issue does not – contrary to popular belief – require an expensive system integration that turns all your operational processes upside down.
The Dynamic Data Publishing Suite (DDPS) gets the input where it is managed and digitises the publishing process. DDPS can retrieve information from CRM, ERP, DAM, PIM and many more systems, but equally from simple Excel files or Google Docs. DDPS can find its way in a tangle of data and databases. Adjustments in the databases themselves are not required for this. A step-by-step integration of the technology stack is perfectly possible after you have deployed DDPS. So no huge investments are needed.
Once DDPS has collected all the data, the technical sheet is created based on an InDesign template. Those templates can be generated automatically, for instance in different languages or in line with requirements in specific countries. The result is a stack of beautiful technical sheets tailored to the customers you want to reach – without frustration and created in no time, which can be exported directly to users, e.g. sales reps and sales representatives. DDPS will also place the technical data sheet automatically on the website in PDF, with the corresponding product. This ensures that customers always download or access the recent, up-to-date version.
Solution 2: Product Information Management (PIM)
DDPS contains the core technology to flexibly digitise the publication of technical data sheets. A very valuable addition is a Product Information Management or PIM system as a source of your product specifications. Especially for manufacturing companies with an extensive product portfolio, a PIM is a no-brainer. Think of it as a possible “central database” under DDPS. A PIM system simplifies the publication of printed documents (PIM2PRINT) and is an absolutely essential link in e-commerce applications.
Solution 3: Digital Asset Management (DAM)
Creating and managing technical sheets is one thing, but how do you ensure they consistently and purposefully reach their intended destinations? DDPS and PIM become even more powerful when combined with a Digital Asset Management (DAM) system, creating an optimal content supply chain that delivers your messages to the world in a personalised and consistent manner. From creation to distribution and consumption, DAM technology offers both peace of mind and a commercial edge.
Digitising the publication of technical data sheets can be achieved step by step. With DDPS as the core technology, you can integrate at a pace that suits your needs, whether fast or slow. This approach allows users to grow alongside the system and liberates them from tedious, repetitive tasks. A PIM further enhances the technology stack and provides opportunities to expand into e-commerce. To fully automate the content supply chain engine, DAM serves as your central platform.
Dennis Martens
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