Create a product catalog: How PIM automates print and PDF

Why catalog projects consume so much energy

In many B2B companies, the product catalog is still one of the most important sales tools. At the same time, every catalog project is a feat of strength: countless Excel lists, manual copy-paste work in layout files, loops with sales and last-minute corrections just before printing.

The result: high costs, a high risk of errors — and a catalog that is already partly out of date the moment it comes out of the print shop. There is also another way.

PIM + layout automation: The basic principle

Instead of maintaining content directly in the layout program (e.g. InDesign), product data and media are managed centrally in PIM. The layout tool accesses this data and fills pages automatically or semi-automatically.

advantages:

• Data only needs to be maintained once in PIM and is identical for all editions
• Product changes can be imported efficiently even shortly before printing
• Copy-paste errors are significantly reduced
• Variants of catalogs (e.g. country-specific versions) are easier to create

Step-By-Step: From PIM to Catalog

1. Define catalog structure

Together with Sales and Marketing, you determine which product groups appear in which order, how deep the hierarchy is (chapters, sub-chapters, product families) and which information should be displayed per product type.

2. Make data catalogued in PIM

PIM ensures that all relevant attributes are available and maintained. For example, you define:

• Mandatory attributes for catalog presentation (e.g. abbreviation, order number, core data)
• grouping logics (e.g. product families, target industries)
• Sorting within tables (e.g. by output or size)

3. Create layout templates

In the layout program, templates are created for different types of pages: chapter opening, overview pages, table pages, detail pages. These templates contain placeholders for product data, images and texts, which are later filled from the PIM.

4. Data link between PIM and layout

The product data is transferred to the layout templates via an interface (e.g. IDML export, plugin or web service). Depending on the level of automation, pages are generated fully automatically or filled semi-automatically with suggestions, which a graphic designer then finalizes.

5. Update and variants

If product data changes in PIM (e.g. new value, new standard), these changes can be incorporated into existing catalog layouts in a controlled manner. Variants of the catalog can also be created — for example without prices, with a focus on specific product lines, or in other languages.

Best practices for catalog-enabled product data

Clear rules for short texts and tables

Table texts and brief descriptions should be standardized. Different spellings or lengths make the layout uneasy and make automation difficult.

Manage images and media centrally in PIM/DAM

Instead of embedding images in layout files, they should be stored in PIM or a connected DAM (Digital Asset Management) and integrated via references. This allows you to keep an overview and share images centrally.

Test early: create sample chapters

Before you automate the entire catalog, a pilot with one chapter is worthwhile. This allows you to quickly see where data models or layout templates still need to be sharpened.

conclusion

Catalogs won't disappear in B2B — they'll change. With a PIM-based approach, you can transform the recurring catalog battle into a significantly more efficient, repeatable process. Data quality increases, errors decrease, and your teams have more time for content instead of copy-paste.