Add a New Product

Ready to add a new product to the website? This guide walks you through creating the product folder structure in SharePoint and uploading all the required assets.

What you'll accomplish: Set up a complete product with images and technical files that will display on the website under its collection.

Time required: 15-20 minutes (depending on number of files)

What you need:

  • Access to SharePoint (Marketing Assets for 2023 directory)

  • Complete SKU number from Business Central

  • Product images (1200 x 1100 px, JPG/JPEG or WEBP)

  • Product asset files (SPEC, IM, IES, Dimmer List, STEP - if applicable)

Where You're Working

SharePoint Directory:

Documents / Website assets / Products

This is where all product folders live, organized by family collection. The backend system maps these folders to Business Central data to publish products on the website.

Step 1: Create the Collection Folder (If Needed)

First, check if the family collection folder already exists in the Products directory. If it does, skip to Step 2.

If you need to create a new collection folder:

Navigate to:

Create and name the folder:

  • Format: [Position Number] - [Family Name]

  • Example: 1 - Veneto

Products directory showing collection folders with position numbers (1 - Veneto, 10 - Sorrento)

About the position number:

  • The number represents the position on the website collections page

  • You can change the number anytime without deleting the folder

  • Example: Renaming 1 - Veneto to 3 - Veneto is fine for repositioning

Important: You can only change the number before the dash. Name changes after the dash (e.g., "Veneto") require deleting and recreating the folder.

If Collection Name Changes:

  1. Create a new collection folder with the new name and position

  2. Download all product folders from the old collection folder

  3. Create the required product folders in the new collection folder

  4. Upload the downloaded files to the new product folders

  5. Delete the outdated collection folder

Why? Renaming doesn't trigger a SharePoint event. Creating a new folder ensures the backend detects the change.

Step 2: Create the Product Folder

Within the family collection folder, create a new product folder.

Folder naming:

  • Use the complete SKU number as it appears in Business Central

  • Example: 12198-022

  • Must match exactly - case doesn't matter but spelling does

Product folders inside the collection folder, named by SKU

Your folder structure should look like:

If Product SKU Changes:

If you need to change a product's SKU number:

  1. Create a new product folder with the new SKU number

  2. Download all file assets from the old product folder

  3. Rename the downloaded files to use the new SKU (see file naming sections below)

  4. Upload the renamed files to the new folder

  5. Delete the outdated product folder

Important: Don't rename the folder. Delete and recreate it to trigger the backend event properly.

Step 3: Upload Product Images

Upload your product images to the product folder you just created.

Image Requirements:

Dimensions:

  • Width: 1200 px

  • Height: 1100 px

  • Fixture centered and scaled to blank canvas

File Types:

  • JPG/JPEG or WEBP only

Note about DPI: DPI applies to printing and is not applicable to digital files.

Primary Image (Required):

The primary image represents the product on the website.

File naming:

  • Name it the full SKU number

  • Example: 12198-022.jpg

  • Must match the product folder name exactly

Primary image file named exactly as the SKU (12198-022.jpg)

Secondary Images (Optional):

Secondary images accompany the primary image on the website.

File naming:

  • Use the full SKU number + sequential ordering

  • Examples: 12198-022-1.jpg, 12198-022-2.jpg, 12198-022-3.jpg

  • Continue numbering as needed: -1, -2, -3, etc.

Secondary images with sequential numbering (12198-022-1.jpg, 12198-022-2.jpg)

Your image structure should look like:

Auto-Rejection Notifications:

You'll receive an email notification if:

  • Image dimensions aren't exactly 1200 x 1100 px

  • File type is not JPG/JPEG or WEBP

  • File names don't follow the naming convention

Fix it: Delete the rejected file and re-upload a corrected version.

Step 4: Upload Product Asset Files

Upload technical files and documentation to the product folder.

Supported File Types:

  • .pdf - for SPEC, IM, and Compatible Dimmer List

  • .ies - for IES files

  • .step - for STEP files

  • .jpg / .jpeg / .webp - for images (already covered above)

IES Files:

File naming:

  • Use the first 5 digits of the SKU

  • Example: For SKU 10162-017-01, the IES file is 10162.ies

IES file named using first 5 digits of SKU (10162.ies)

Specification Sheet (SPEC):

File naming:

  • Format: Spec sheet - [Full SKU]

  • Example: Spec sheet - 10162-017-01.pdf

  • Must include "Spec sheet - " prefix with the full SKU number

Spec sheet file with full SKU (Spec sheet - 10162-017-01.pdf)

Instruction Manual (IM):

File naming:

  • Format: IM - [First 5 digits of SKU]

  • Example: IM - 10162.pdf

  • Must include "IM - " prefix

Instruction manual file with IM prefix (IM - 10162.pdf)

Compatible Dimmer List:

File naming:

  • Format: Compatible dimmer list - [Full SKU]

  • Example: Compatible dimmer list - 10162-017-01.pdf

  • Must include "Compatible dimmer list - " prefix with full SKU

Compatible dimmer list file with full SKU (Compatible dimmer list - 10162-017-01.pdf)

STEP Files:

File naming:

  • Use the first 5 digits of the SKU

  • Example: For SKU 10162-017-01, the STEP file is 10162.step

STEP file named using first 5 digits of SKU (10162.STEP)

Complete Product Folder Example:

Complete product folder showing all asset files with correct naming: primary image, secondary images, IM, Spec sheet, IES, STEP files, and Compatible dimmer list

Step 5: Verify Your Setup

Before the backend syncs your product, make sure everything is correct:

Checklist:

What Happens Next

Once you've created the folder structure and uploaded all assets:

  1. Backend detects the new product as a triggered event

  2. Validates all files meet requirements (dimensions, types, naming)

  3. Maps product to Business Central data using the SKU

  4. Syncs to the website under the appropriate collection

  5. Product goes live on the website

Sync timing: Typically 10-15 minutes. Refresh the product page or collection page to see your new product.

Important Notes

Folder Renaming Doesn't Work

Never rename folders. Renaming doesn't trigger a SharePoint event, so the backend won't detect the change.

Instead:

  • Delete the incorrectly named folder

  • Create a new folder with the correct name

  • Re-upload the assets

This ensures the backend properly processes the product as a new triggered event.

File Corrections

If you uploaded an incorrect file or need to change something:

  1. Delete the current file from SharePoint

  2. Fix the issue (resize, rename, reformat)

  3. Re-upload the corrected file

Don't try to replace or overwrite in place - delete first, then upload.

Collection Position Changes

You can change the position number in the collection folder name without deleting:

  • 1 - Veneto → 3 - Veneto ✅ (triggers update)

  • 1 - Veneto → 1 - Verona ❌ (requires delete + recreate)

Only the number before the dash can be changed freely.

Troubleshooting

Issue: Product not showing on website after 15 minutes

Solutions:

  • Verify product folder name matches SKU exactly

  • Check that collection folder exists and is named correctly

  • Confirm primary image is present with correct dimensions and naming

  • Verify item attributes are configured in Business Central

  • Check for auto-rejection emails indicating file issues

Issue: Received auto-rejection email for images

Solutions:

  • Check the email for specific issue (dimensions, file type, naming)

  • Delete the rejected image file

  • Fix the issue (resize to 1200 x 1100 px, convert to JPG/WEBP, rename correctly)

  • Re-upload the corrected image

Issue: Some files showing, others not

Solutions:

  • Verify all file names follow exact naming conventions

  • Check that file types are correct (.pdf, .ies, .step, etc.)

  • Ensure no typos in file names

  • Delete and re-upload any problematic files

Issue: Product showing in wrong collection

Solutions:

  • Verify the product folder is inside the correct collection folder in SharePoint

  • Check Business Central item attributes for correct family mapping

  • If in wrong collection folder, delete and recreate in the correct collection

Common Scenarios

Scenario 1: Adding first product to new collection

  1. Create collection folder: 1 - Belluno

  2. Create product folder inside: 12345-001

  3. Upload primary image: 12345-001.jpg

  4. Upload secondary images: 12345-001-1.jpg, 12345-001-2.jpg

  5. Upload asset files with correct naming

  6. Wait for sync

Scenario 2: Adding product to existing collection

  1. Navigate to existing collection folder: 2 - Verona

  2. Create product folder: 98765-022

  3. Upload all images and asset files

  4. Verify and wait for sync

Scenario 3: Product with minimal files

  1. Create product folder

  2. Upload primary image only (minimum requirement)

  3. Other files (SPEC, IM, etc.) can be added later

  4. Product syncs with available files

Scenario 4: Fixing incorrectly named product folder

  1. Download all files from incorrect folder

  2. Delete the incorrect folder

  3. Create new folder with correct SKU

  4. Re-upload all files

  5. Wait for new sync

Related Guides

Pro tip: Get the folder structure and naming right from the start. The backend system is strict about naming conventions because it uses them to match SharePoint assets with Business Central data. Double-check SKU numbers, file names, and folder names before uploading to avoid auto-rejections and re-work.

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