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Perfion PIM · Complete Feature Guide

Import and Export Perfion Data Exchange Guide

Bring supplier sheets and bulk changes into Perfion with the Import Wizard, matched to your features and checked before anything changes, and export data in the same format to edit, move or keep: every run logged.

Import and export is how product data moves into Perfion in bulk, and out again to be edited, moved or kept. The Import Wizard loads a data file as it is, links each column to a feature through a mapping, uses a key column to tell existing items from new ones, and checks the data before anything changes, while import options decide what the import may change. Exports come out in the same format imports take, and every import and export is recorded in a log.

At a glance

Perfion name
Import Wizard, importer and exporter
Where
In the Import Wizard and the standard importer and exporter; also from Actions and the APIImport WizardExportsLog viewersImports from the wizard run on the application server
Used by
Product data teams and Perfion administratorsAdministrators see every job in the log
Standard file formats
3 file formats for standard import, two of them for exportExcelXMLCSV
How It Works

How Perfion imports and exports data, from a supplier sheet to a checked record

A file is loaded as it is, its columns are matched to features, the import options set what may change, the data is checked before it is written, and the log records what happened.

  1. Start from the file

    A data file from a supplier or your own team is loaded as it is, with an asset file of images if needed; the header row and first data row are suggested for Excel files.

  2. Match columns to features

    The mapping links each column to a Perfion feature and language, AI auto mapping suggests matches, and a key column tells existing items from new ones.

  3. Decide what may change

    Import options say what happens to values that break a rule, unknown list values, new items, empty cells and multivalue features.

  4. Validate, then import

    Perfion checks the data first and locks the import while there are errors. A clean file is imported in the background on the application server.

  5. Read the log

    Every import and export is logged in the Perfion database, and the log viewer shows what ran, what failed and what is still running.

An illustration, not a screenshot: the Import Wizard’s mapping step, with AI matches and a key column.
Copy and paste vs Perfion

Copy and paste vs Perfion: what changes when files are imported, not retyped

Copy and paste moves product data one cell at a time, by whoever has time, with no record of what changed. Perfion’s import and export bring whole files in, matched and checked, and send data out in the same format, with every job logged.

Product data copied into Perfion by hand compared with Perfion's Import Wizard, standard importer and exporter and log viewers, as described in Boyum IT Solutions' Perfion documentation.
Task Copy and paste by hand Perfion import and export
Supplier sheets Pasted into Perfion cell by cell. Loaded whole by the Import Wizard.
Column names Renamed by hand to match. Matched by the mapping, or by AI auto mapping.
Images Attached one item at a time. Loaded from a zip, named in an Image column.
Values that break a rule Found later, on the website. Stopped, created or ignored, as the import options say.
Empty cells Good data wiped, or not, by chance. Existing values kept, unless set to delete.
Repeat imports Set up again every month. A saved mapping runs the same way each time.
Setups between systems Rebuilt by hand. Exported and imported again by names.
What happened Nobody is sure. Logged for every import and export.

See how your own supplier files would come into Perfion.

See it for your business
Capabilities in Depth

Perfion import and export capabilities: eight ways to move data in and out safely

Each capability shows what it does in Perfion, and what it is worth to the business.

Operational Reality (Capabilities)

The Import Wizard, introduced in Perfion 2025-R1, imports product data from Excel and other formats, even when the file is not in the standard Perfion format. It replaces the old Import Items overlay and works in four steps: select the file, configure, map the columns and validate. A data file can be CSV, Excel, XLIFF, XML or text, and an asset file, a zipped folder of images, can be loaded with it. For Excel files the wizard suggests the header row and the first data row, with a preview of the data, and the base feature chosen for the import is usually Product.

  • Four guided steps
  • Excel, CSV, XML, XLIFF and text
  • Images loaded from a zip

Executive ROI Value

Supplier and team spreadsheets are brought in as they arrive, without first being reworked into a special layout.

  • Any layout
  • Images too

Operational Reality (Capabilities)

In the mapping step, the wizard looks for a Perfion feature for each column, and the language for a localizable feature. Where it finds none, the feature is chosen from a list, and columns that should not be imported are left out. When the column names already match the feature names, mapping can be skipped. The key column no longer has to be the first column. It must hold a string or a number, and be explicit, not inheritable and single value; the base feature itself can always be the key.

  • Features and languages matched
  • Unwanted columns left out
  • Key column anywhere in the file

Executive ROI Value

Each value lands in the right feature and language, and each row updates the right item.

  • Right field
  • Right item

Operational Reality (Capabilities)

Supplier spreadsheets can have more than 100 columns, and their names rarely match Perfion’s. AI auto mapping sends the column headers to an AI model, which compares them with the features in Perfion and returns the best matches, with the right language settings. Boyum’s examples: a column called Colour is matched to Color, and UoM to Unit of Measure. Boyum states that this reduces manual effort and improves accuracy when importing large data sets.

  • Column headers matched by AI
  • Languages aligned
  • Built for 100-column files

Executive ROI Value

A new supplier’s file is mapped in minutes instead of an afternoon of matching names.

  • Less matching
  • Fewer misses

Operational Reality (Capabilities)

The import options decide what an import is allowed to do. Values that break a feature’s validation rules can stop the import, which is the default, be created anyway, or be ignored while the rest is imported; soft validation rules are not applied, so those values are always imported. Unknown values for a selectable feature can stop the import, be created as new list items, or be ignored. New items can be created, ignored or stop the import. Empty cells keep existing values by default, or delete them; multivalue features merge new values with existing ones, or replace them. Date and number formats can be set where a file needs them.

  • Rule breaks stopped by default
  • New list values only when allowed
  • Empty cells keep values by default

Executive ROI Value

Bad values and stray list entries are stopped at the door instead of being cleaned up later on every channel.

  • Clean lists
  • No wiped data

Operational Reality (Capabilities)

A mapping can be saved under a name, and the import options are saved with it, so every import runs exactly as it did the last time. A saved mapping can be loaded again, filtered by base feature, updated or saved as a new one, and its creator can share it with other users. When a loaded mapping no longer fits the file, for example when a mapped column is missing or a feature is no longer localizable, the wizard reports a warning. User roles are still respected: if a mapping holds a setting the user may not use, the validation step warns.

  • Mappings saved with their options
  • Shared with other users
  • Warnings when a file has changed

Executive ROI Value

Monthly supplier updates become a routine job that anyone on the team runs the same way.

  • Repeatable
  • Shared

Operational Reality (Capabilities)

The validation step checks the data before anything is written. If a check fails, an error is shown and the import is locked until it is fixed. When everything is correct, the import starts in the background on the application server, and the completed jobs list shows whether it succeeded. Behind every import and export, the Import/Export Manager decides when each job runs and queues it behind higher-priority work, and a running or waiting job can be stopped. Imports of Actions follow an all-or-nothing rule: every check runs first, and if anything fails, nothing is saved.

  • Import locked while errors remain
  • Runs in the background
  • Jobs queued, and can be stopped

Executive ROI Value

A bad file is caught before it touches thousands of items, and nobody waits at a screen for a long import.

  • Safe
  • In the background

Operational Reality (Capabilities)

Every export in Perfion has an equivalent import, and exported data comes out in the format that import uses: a table of column names and rows. Data can be imported from Excel, XML and CSV files, and exported to Excel and XML. Feature definitions, feature configurations, related sort orders, Actions and filtered values setups can each be exported and imported again. Setup data can be exported with names or IDs: names are readable and match items between Perfion applications, where IDs may differ; IDs avoid ambiguity, are faster and smaller, and suit backups. Imports and exports can also run from Actions and through the API, and translations use XLIFF files.

  • Excel and XML out; Excel, XML and CSV in
  • Setups moved between Perfion applications
  • Exports usable as backups

Executive ROI Value

Data can be taken out, edited in a familiar tool and put back, and a setup built once can be moved instead of rebuilt.

  • Round trip
  • Backups

Operational Reality (Capabilities)

Perfion logs every import and export in its database, whatever the type and wherever it was started. The Import Log Viewer and Export Log Viewer list each job, including those run by other users on other PCs; administrators see all jobs, other users only their own. The list can be limited to the last day, three, seven or 30 days, filtered and sorted, refreshed automatically for watching jobs live, and used to stop a running or waiting job. A detail view shows each log message, with extra data where an error needs it, and logs can be saved to send to Perfion support. Data copied out of the grid is not a standard export and is not logged.

  • Every job, every user
  • Live view and remote stop
  • Logs saved for Perfion support

Executive ROI Value

When a value looks wrong, the team can see which import changed it and why, instead of guessing.

  • Traceable
  • Supportable
Core Concepts

5 Core Concepts of import and export in Perfion

The first treats the file as a round trip and the second lets the key decide. The third settles what an import may change, the fourth makes repeat imports the same, and the last reads the log.

  1. Concept 01 · Out and back in, the same shape

    Treat the File as a Round Trip

    The product data problem it solves

    The marketing team needs to correct 600 product names. Someone builds a spreadsheet from scratch, guesses the column names, and half the rows fail because the item numbers and headers do not match what Perfion expects.

    The concept explained

    Perfion imports and exports the same shape of data: a flat table, with column names in one row and one item per row. Every export has an equivalent import, so data that comes out of Perfion can be edited and imported back without being reformatted. Exporting first gives the team the right columns, the right keys and the current values, and the edit is only the change itself. The same holds for setups: feature definitions, configurations, sort orders, Actions and filtered values can be exported and imported again.

    Everyday analogy

    A form handed back for corrections. You change the wrong line on the same form; you do not write a new one.

    In Perfion

    Excel files are read from the first sheet, with column names in the first row. Formulas such as VLOOKUP do not always import correctly, so values should be pasted as values first.

    BPAS method · toolDeploy EnterpriseDesign before configurationThe data model is designed and signed off before anything is configured: the Design phase of toolDeploy Enterprise.
    Treat the file as a round tripStep 1: export from Perfion. A table comes out with the item number as the key and the current values: three bearings with their names, the third named only Bearing. Step 2: edit in Excel. Only that name is corrected, to Ball bearing 50 mm, as plain values, not formulas. Step 3: import back. The same columns and keys go back into Perfion and update the same items. Bottom: every export in Perfion has an equivalent import, in the same format; setups can be exported with names, which are readable and match between Perfion applications, or with IDs, which are unambiguous and suit backups.Out, edited, and back in the same shape1 · Exportfrom PerfionItem No · NameBRG-6205 · Ball bearingBRG-6206 · Ball bearingBRG-6310 · Bearing2 · Editonly what needs changingItem No · NameBRG-6205 · Ball bearingBRG-6206 · Ball bearingBRG-6310 · Ball bearing 50 mmValues, not formulas3 · Import backsame columns, same keysBRG-6205 · unchangedBRG-6206 · unchangedBRG-6310 · updatedEvery export has an equivalent importSetups export by names (readable, portable) or by IDs (unambiguous, for backups).
    Export from Perfion, change only what needs changing, import back in the same format.
  2. Concept 02 · Update the item, or add a new one

    Let the Key Decide: Update or Add

    The product data problem it solves

    A supplier sends its price list with its own part codes and no item numbers. The import cannot recognise a single existing bearing, and 1,200 duplicate items are created beside the real ones.

    The concept explained

    The key column is how an import knows which item a row belongs to. A row whose key matches an existing item updates that item; a row with an unknown key is a new item, which the import creates, ignores or treats as an error, as the import options say. A key works only if it is unambiguous: it must be a string or a number, explicit, not inheritable and single value. The key column can sit anywhere in the file.

    Everyday analogy

    A house number on a parcel. The right number reaches the right door; a missing number starts a search.

    In Perfion

    The base feature of the import, usually Product, can always be the key. For setup data, exports by names match items between Perfion applications, where IDs may differ.

    Let the key decide: update or addLeft: three rows of an import file, keyed on the item number. Row 1, BRG-6205, matches an existing item and is updated. Row 2, BRG-6312, is not in Perfion and is created as a new item, because new items are set to be created. Row 3 carries a supplier code, SKF-6205-2Z, instead of an item number; Perfion does not know it, so it is created as a second, duplicate bearing unless it is matched to the item number first. Right: a key column must hold a string or a number, be explicit, not inheritable and single value; the base feature can always be the key. Bottom: the key tells an existing item from a new one; the key column can sit anywhere in the file.One key, three outcomesImport file · key: Item NoBRG-6205 · Ball bearing 25 mmUpdatedBRG-6312 · Ball bearing 60 mmCreatedSKF-6205-2Z · supplier codeDuplicateA key column must beA string or a numberExplicit, not selectableNot inheritableSingle valueThe base feature can always be the keyThe key tells an existing item from a new oneMatch supplier codes to your item numbers before the file is imported.
    Three rows, one key: an existing bearing is updated, a new one is created, and a supplier code Perfion does not know becomes a duplicate.
  3. Concept 03 · Every option has a safe default

    Decide What an Import May Change

    The product data problem it solves

    A supplier file has blanks where it lacks data, and the finish column says S.S., SS and Stainless. One import deletes good descriptions and adds three new finishes, and the website filter shows all three.

    The concept explained

    An import changes only what its import options allow. The defaults are cautious: a value that breaks a rule stops the import, an unknown list value stops it too, and an empty cell leaves the existing value alone. Each can be changed on purpose: list values can be created when a new range is being loaded, existing values can be deleted when a file is the complete truth, and multivalue features can merge or replace. Deciding these before the import, not after, is what keeps a bulk change from becoming a bulk clean-up.

    Everyday analogy

    A gate with a guard. The guard has standing orders about who may enter; you do not decide at the gate.

    In Perfion

    Soft validation rules are not applied by the Import Wizard, so soft-invalid values are always imported. A cell holding [DeleteValues] deletes that one value even when empty cells keep existing values.

    Decide what an import may changeFive import options, each with its choices and the default highlighted. Feature validation: stop import, the default; create values; or ignore values. Unknown selectable values: stop import, the default; create values; or ignore values. New items: create items, the default; ignore items; or stop import. Empty cells: keep existing values, the default; or delete existing values. Multivalue features: merge, the default; or replace. Bottom: soft validation rules are not applied by the Import Wizard; a cell holding DeleteValues deletes that one value even when empty cells keep existing values.Five options, decided before the importFeature validationStop import · defaultCreate valuesIgnore valuesUnknown list valuesStop import · defaultCreate valuesIgnore valuesNew itemsCreate items · defaultIgnore itemsStop importEmpty cellsKeep existing · defaultDelete existingMultivalue featuresMerge · defaultReplaceCautious by default; changed only on purposeSoft rules are not applied on import. [DeleteValues] in a cell deletes that one value.
    Five import options with the default of each highlighted: stop on rule breaks, stop on unknown list values, create new items, keep values for empty cells, merge multivalues.
  4. Concept 04 · Set up once, run the same way

    Save the Mapping, Repeat the Import

    The product data problem it solves

    Every month the same supplier file is imported by whoever is free. One person maps Colour to Color, another to Finish; one deletes empty cells, the next keeps them. The data drifts a little more each month.

    The concept explained

    A saved mapping holds the column matches and the import options together, so the next import of the same file runs exactly as the last one did. The first time, AI auto mapping can do most of the matching; after that, the saved mapping is loaded and only exceptions need attention. When the file has changed, for example a mapped column is missing, the wizard warns instead of guessing. Shared mappings let the whole team run the same import.

    Everyday analogy

    A recipe card in the kitchen. Whoever cooks tonight, the dish tastes the same.

    In Perfion

    Mappings do not store feature types, selectability or validation details, and user roles still apply: a mapping holding a setting the user may not use raises a warning at validation.

    Save the mapping, repeat the importLeft: month 1. A new supplier file with 118 columns. AI auto mapping matches most of them, a person reviews the rest, and the mapping is saved with its import options under the name Supplier A monthly, and shared with the team. Right: every month after. The saved mapping is loaded, the same options apply, and the import runs exactly as it did last time. One warning appears: a mapped column, Weight in kilograms, is missing from this month's file. Bottom: a saved mapping keeps columns and options together; user roles still apply.Set up once, run the same way every monthMonth 1 · new supplier file118 columnsloadedAI auto mapping112 matchedReviewed by Priya6 chosenSaved: Supplier A · monthlysharedEvery month afterLoad: Supplier A · monthlySame columns, same optionsSame result as last monthWarning: Weight_kg missing from fileColumns and options, saved togetherWhoever runs it, the import behaves the same; user roles still apply.
    Month 1: columns matched with AI and saved with their options. Every month after: the same mapping, the same result.
  5. Concept 05 · Every run leaves a record

    Read the Log, Every Time

    The product data problem it solves

    A customer reports wrong load ratings on 80 bearings. Nobody knows whether they came from last week’s supplier import, a bulk edit or a webshop export, and the investigation takes two days.

    The concept explained

    Every import and export in Perfion is logged in the database, whatever its type and wherever it was started. The log viewer shows each job, who ran it and how it ended, and a detail view shows each message, with extra data where an error needs explaining. Administrators see every job; other users see their own. A job that is running or waiting can be stopped from the viewer. Reading the log after each import turns a silent problem into one that is fixed the same day.

    Everyday analogy

    A delivery register at the gate. When something is wrong in the store, you know which truck brought it.

    In Perfion

    Stopping is a soft stop: a running job stops after the sub-task it is working on. Saved logs are in XML and can be opened only by Perfion support.

    From BPAS · prodRecord newsletterprodRecordKeeping the record straight.One product data practice every month, written in plain English for product data teams.
    Read the log, every timeAn Import Log Viewer showing the last 7 days, refreshing automatically every 10 seconds. Five jobs: Supplier A monthly by Priya, completed; a feature definitions import by the administrator, completed; a price update by Arun, running, with a stop button; a filtered values import, waiting, with a stop button; and a new range load by Priya, failed, with its detail open showing a rule error on 14 rows of the Load rating feature, and the import stopped with an error. Right: administrators see every job; other users see their own. Bottom: every import and export is logged in the Perfion database, whatever its type and wherever it was started.Import Log Viewer · last 7 daysAuto refresh · 10 sSupplier A · monthlyPriyaCompletedFeature definitionsAdminCompletedPrice updateArunRunningStopFiltered valuesAdminWaitingStopNew range loadPriyaFailedDetail · New range loadRule error · Load rating14 rows above the allowed rangeImport stopped with an errorWho sees whatAdministrators: every jobOther users: their ownEvery import and export leaves a recordWhatever its type and wherever it started; read it after every import.
    The import log for the week: two jobs completed, one running with a stop button, one waiting, and one failed with its detail open.
Best Practices

10 Best Practices for import and export in Perfion

Each practice says what well-run imports and exports look like and what it costs to ignore it. Designing import mappings and data loads around your own data is what BPAS consultants do.

  1. 01Start from a Perfion export, not a blank sheet

    Files · Format

    The rule

    Bulk changes to existing items begin with an export from Perfion, so the columns, keys and current values are already right.

    Risk if ignored

    Rows that fail because headers or item numbers do not match, and hours lost rebuilding the file.

    Get it right with BPAS

    Not sure this is in place for your imports? Talk to a BPAS consultant.

    Talk to BPAS
  2. 02Import values, not formulas, with real numbers and dates

    Files · Quality

    The rule

    Import files hold plain values, with numbers as numbers and dates as dates.

    Risk if ignored

    Formulas that import wrongly, numbers read as text, dates that change with the regional settings of the PC, and files locked because they are still open.

    Get it right with BPAS

    Not sure this is in place for your imports? Talk to a BPAS consultant.

    Talk to BPAS
  3. 03Give every import a key that identifies each item once

    Mapping · Keys

    The rule

    Every file has a key column that matches existing items exactly, and supplier codes are matched to your item numbers before import.

    Risk if ignored

    Duplicate items beside the real ones, and updates that never reach the item they were meant for.

    Get it right with BPAS

    Not sure this is in place for your imports? Talk to a BPAS consultant.

    Talk to BPAS
  4. 04Keep imports stopping on rule breaks and unknown list values

    Options · Rules

    The rule

    Values that break a rule, and list values Perfion does not know, stop the import unless the team has decided otherwise for that file.

    Risk if ignored

    Invalid values in the record, and pick lists full of near-duplicates that every channel then shows.

    Get it right with BPAS

    Not sure this is in place for your imports? Talk to a BPAS consultant.

    Talk to BPAS
  5. 05Decide what an empty cell means before every import

    Options · Empty cells

    The rule

    Each import states whether a blank keeps the current value or deletes it, and deletion is used only when the file is the full truth.

    Risk if ignored

    Good descriptions and specifications wiped by a supplier file that simply lacked them.

    Get it right with BPAS

    Not sure this is in place for your imports? Talk to a BPAS consultant.

    Talk to BPAS
  6. 06Save and share a mapping for every repeat import

    Mapping · Repeat

    The rule

    Every file that arrives regularly has one saved, shared mapping with its options, and the team runs that mapping each time.

    Risk if ignored

    The same supplier file mapped differently each month, and data that drifts a little more every time.

    Get it right with BPAS

    Not sure this is in place for your imports? Talk to a BPAS consultant.

    Talk to BPAS
  7. 07Decide whether an import may create new items

    Options · New items

    The rule

    Update files only update; only imports meant to add a range are allowed to create items.

    Risk if ignored

    Half-described items created by a price update, and items that nobody meant to add.

    Get it right with BPAS

    Not sure this is in place for your imports? Talk to a BPAS consultant.

    Talk to BPAS
  8. 08Export a backup before a bulk replace

    Exports · Safety

    The rule

    Before an import replaces data in bulk, the current data is exported, so it can be restored if the import goes wrong.

    Risk if ignored

    No way back from an import that replaced the wrong values.

    Get it right with BPAS

    Not sure this is in place for your imports? Talk to a BPAS consultant.

    Talk to BPAS
  9. 09Let AI map the columns, then have a person check the result

    Mapping · AI

    The rule

    AI auto mapping does the first pass on a new file, and someone who knows the data confirms every match before the mapping is saved.

    Risk if ignored

    A wrong match saved into a mapping and repeated every month.

    Get it right with BPAS

    Not sure this is in place for your imports? Talk to a BPAS consultant.

    Talk to BPAS
  10. 10Read the log after every import

    Runs · Monitoring

    The rule

    A named person checks the log after each import and follows up every error and warning.

    Risk if ignored

    Silent failures, found weeks later by a customer or a channel.

    Get it right with BPAS

    Not sure this is in place for your imports? Talk to a BPAS consultant.

    Talk to BPAS
Self-Audit · 10 Best Practices

Import and export self-audit: how many are in place today?

Tick each of the ten practices above that your business already follows. Your score updates as you go.

Practices in place
0 of 10

Tick the practices that are in place.

Book an import and export review

Nothing you tick is stored or sent.

Illustrative scenario · not a client case study A Business Like Yours

Illustrative scenario: an Indian bearings distributor, with every supplier file pasted by hand

A distributor of bearings and power transmission parts carries about 18,000 items from about 35 suppliers and sells to industrial buyers and dealers across India. Suppliers send price and specification spreadsheets every month, each in its own layout. The product team keeps every item in Perfion.

The Operational Challenge

Each supplier file is reworked by hand into the team’s own layout and pasted into Perfion a section at a time. Column names differ from supplier to supplier, so a missed column means a whole specification lands in the wrong feature. Blanks in a supplier file overwrite good descriptions, and finishes typed as S.S., SS and Stainless end up as three list values that the website filter shows.

Nobody can say which update changed a value, so a wrong load rating reported by a customer takes days to trace.

  • Every supplier file reworked by hand
  • Columns mapped differently each month
  • Good values wiped by blanks
  • No record of what changed

The Financial Transformation

Each supplier file is loaded into the Import Wizard as it arrives. AI auto mapping did the first pass on each supplier’s columns, a product data executive checked the matches, and one saved mapping per supplier now runs every month, with the item number as the key column. The import options stop the import on rule breaks and unknown list values, keep existing values for empty cells, and let only range loads create new items.

After each import, the log viewer is read and every error is followed up the same day.

  • Files loaded as they arrive
  • One saved mapping per supplier
  • Blanks keep existing values
  • Every import on record
Illustrative figures for a typical Indian distributor of this size. They add up, but they are not a client case study.
Cost line Before (per month) After (per month) Difference (per year)
Reworking and pasting supplier files₹ 90,000₹ 20,000₹ 8,40,000
Cleaning wrong and duplicate values₹ 50,000₹ 10,000₹ 4,80,000
Tracing and redoing bad updates₹ 30,000₹ 6,000₹ 2,88,000
Total₹ 1,70,000₹ 36,000₹ 16,08,000
Illustrative saving a year₹ 16,08,000Same figures as the table, not a client result

See how your own supplier files would come into Perfion.

Book an import and export review
From BPAS

prodRecord Live

Enterprise product data insights from BPAS

Keeping the record straight, live every month

prodRecord Live is a monthly webinar series on product information management, held on the second Wednesday of every month from January 2027. Each session takes one product data topic and works through it in plain English with time for your questions.

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Explore prodRecord Live
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Live sessions in 2027 Second Wednesday, monthly
Who Benefits

Who benefits when files are imported, not retyped: one record, three answers

  • Promoter & CXOs

    Can we take on a new supplier’s range in days, without adding people?

    Supplier files are loaded as they arrive, matched with AI auto mapping and checked before import, so a new range is onboarded without being retyped.

  • Product Data Manager

    Can my team import supplier files without wiping good data or filling the lists with duplicates?

    The import options stop rule breaks and unknown list values and keep existing values for empty cells, and a saved mapping makes each monthly import run the same way.

  • Perfion Administrator

    Can I see what every import did, and stop one that goes wrong?

    The log viewer shows every import and export, by every user, and a running or waiting job can be stopped from it.

Vocabulary

Import and Export Vocabulary and Definitions

From the Import Wizard, data files and asset files to mappings, AI auto mapping, key columns, import options, saved mappings, the Import/Export Manager and the log viewers. Each term shows what it means, why it matters, and a household comparison.

  1. Import Wizard

    Import · tool

    Four steps to import

    Operational definition

    Perfion’s step-by-step importer, introduced in Perfion 2025-R1: select the file, configure, map the columns, validate, then import.

    Why it matters in Perfion

    Files are brought in as they arrive, checked before anything changes.

    Everyday analogy

    A checkout counter: each item scanned and checked before you pay.

    See it in action:A four-step Import Wizard under Capabilities →

  2. Data file

    Import · file

    The table of values

    Operational definition

    The file that holds the values to import, as a table: column names in one row, one item per row below. CSV, Excel, XLIFF, XML and text files are supported.

    Why it matters in Perfion

    The same table shape works for import and export, so files go out and come back.

    Everyday analogy

    A ledger page: headings across the top, one entry per line.

    See it in action:Concept 01 under Core Concepts →

  3. Asset file

    Import · images

    Images in a zip

    Operational definition

    A zipped folder of image files loaded with a data file. The image names are given in an Image column of the data file.

    Why it matters in Perfion

    Images arrive with their items in one import, not one by one.

    Everyday analogy

    A packet of photos with names written on the back.

    See it in action:A four-step Import Wizard under Capabilities →

  4. Mapping

    Import · columns

    Column to feature

    Operational definition

    The link between each column of the file and a Perfion feature, with the language for a localizable feature.

    Why it matters in Perfion

    Every value lands in the right feature and language.

    Everyday analogy

    A seating plan: every guest has a named chair.

    See it in action:Columns matched to features under Capabilities →

  5. AI auto mapping

    Import · AI

    Columns matched by AI

    Operational definition

    An Import Wizard option that sends the column names to an AI model, which returns the best matching Perfion features and languages.

    Why it matters in Perfion

    Large supplier files are mapped in minutes.

    Everyday analogy

    A helper who knows that UoM means unit of measure.

    See it in action:AI-powered auto mapping under Capabilities →

  6. Key column

    Import · items

    Update or add

    Operational definition

    The column whose values identify each item, so that the import updates an existing item instead of adding it again.

    Why it matters in Perfion

    Repeat imports update the same items instead of creating duplicates.

    Everyday analogy

    A house number: the post goes to the same door every time.

    See it in action:Concept 02 under Core Concepts →

  7. Import options

    Import · rules

    What an import may change

    Operational definition

    The Import Wizard settings that decide what an import may change: rule breaks, unknown list values, new items, empty cells, multivalue features, dates and numbers.

    Why it matters in Perfion

    Bulk changes stay within limits decided in advance.

    Everyday analogy

    Standing orders for a gate guard.

    See it in action:Concept 03 under Core Concepts →

  8. Saved mapping

    Import · repeat

    The same import again

    Operational definition

    A mapping stored with its import options under a name, so a repeat import runs exactly as it did the last time. It can be shared with other users.

    Why it matters in Perfion

    Anyone on the team runs the monthly import the same way.

    Everyday analogy

    A recipe card: the dish tastes the same whoever cooks.

    See it in action:Concept 04 under Core Concepts →

  9. Import/Export Manager

    Runs · queue

    When each job runs

    Operational definition

    The part of Perfion that decides how and when each import or export runs, queuing jobs by priority.

    Why it matters in Perfion

    Many jobs can be started without slowing each other down.

    Everyday analogy

    A token system at a bank counter: everyone is served, in order.

    See it in action:Checked before it runs under Capabilities →

  10. Log viewer

    Runs · evidence

    Every job, on record

    Operational definition

    The Import Log Viewer and Export Log Viewer, which show the log of every import and export stored in the Perfion database.

    Why it matters in Perfion

    Every change made in bulk can be traced to the job that made it.

    Everyday analogy

    A gate register: every truck in and out, with the time.

    See it in action:Concept 05 under Core Concepts →

FAQ

Import and Export: questions product data teams ask

Short answers, each with a link to the part of this guide that explains it.

  1. The Import Wizard takes data files in CSV, Excel (.xls and .xlsx), XLIFF, XML and text formats, and a zipped folder of images with them. Perfion’s standard importer reads Excel, XML and CSV files, and exports go to Excel and XML. Files in other formats can be converted to a supported one with Actions.

    More on the Import Wizard
  2. No. The mapping links each column to the right feature and language, whatever it is called. AI auto mapping can do the first pass, matching names such as Colour to Color or UoM to Unit of Measure, and the finished mapping can be saved for the next file from the same supplier.

    More on AI-powered auto mapping
  3. Not by default. The Import Wizard keeps existing values for empty cells unless the import is set to delete them. A single value can still be deleted on purpose: a cell holding [DeleteValues] deletes the existing value for that cell.

    More on Concept 03
  4. Yes, with the Import Wizard. By default, an import stops if the file holds values that break a feature’s validation rules; it can instead create them anyway, or skip them and import the rest. Soft validation rules are not applied, so values that break only a soft rule are always imported.

    More on Validation and Business Rules
  5. Yes. A zipped folder of images can be loaded with the data file, and the data file names each item’s images in an Image column, so items and images arrive in one import.

    More on Vocabulary: Asset file
  6. Yes. Feature definitions, feature configurations, related sort orders, Actions and filtered values setups can be exported and imported into another Perfion application. Exporting with names helps here, because IDs in one application may not match those in another. An Actions export can also serve as a backup to restore later.

    More on Exports that import back
  7. Yes. Import and export work on Perfion’s own data, so this guide applies whichever ERP your business runs. Product data that flows between Perfion and the ERP on a schedule is covered by the ERP integration.

    More on ERP integration

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