Update Product Info

Need to change product images, swap out asset files, or update a product's SKU? This guide covers all product updates in SharePoint.

What you'll accomplish: Update existing product images, asset files, or change product folder details.

Time required: 5-15 minutes (depending on changes)

What you need:

  • Access to SharePoint (Marketing Assets for 2023 directory)

  • New or updated files (if replacing)

  • New SKU number (if renaming product)

Where You're Working

SharePoint Directory:

Documents / Website assets / Products / [Collection Folder] / [Product Folder]

Any changes you make trigger the backend system to sync updates to the website.

Updating Product Images

Replacing the Primary Image

If you need to swap out the main product image:

1. Navigate to the product folder

  • Go to: Products / [Collection] / [SKU Folder]

2. Delete the current primary image

  • Find the file named [SKU].jpg (e.g., 12198-022.jpg)

  • Delete it

3. Upload the new primary image

  • Ensure it meets requirements (1200 x 1100 px, JPG/JPEG or WEBP)

  • Name it exactly as the SKU: [SKU].jpg

  • Upload to the product folder

Important: Don't try to replace or overwrite. Delete first, then upload the new file.

Adding or Replacing Secondary Images

To add new secondary images:

  1. Upload with correct naming: [SKU]-1.jpg, [SKU]-2.jpg, etc.

  2. Use sequential numbering starting from -1

To replace existing secondary images:

  1. Delete the current secondary image file

  2. Upload the new image with the same file name

  3. Ensure dimensions are 1200 x 1100 px

To remove secondary images:

  • Simply delete the file from the product folder

  • The product will display with remaining images

Image Requirements (Reminder):

  • Dimensions: 1200 px (width) x 1100 px (height)

  • File Types: JPG/JPEG or WEBP only

  • Fixture: Centered and scaled to blank canvas

Auto-rejection emails:

  • If dimensions or file types are wrong, you'll get notified

  • Delete and re-upload corrected files

Updating Product Asset Files

Replacing Specification Sheets, Manuals, or Other Files

If you need to update any product asset files (SPEC, IM, IES, Dimmer List, STEP):

1. Navigate to the product folder

2. Delete the current file

  • Find the file you want to replace

  • Delete it

3. Upload the new file

  • Use the exact same naming convention as before

  • Ensure file type is correct

File Naming Reference:

IES files:

  • Format: [First 5 digits of SKU].ies

  • Example: 10162.ies

Specification sheets:

  • Format: Spec sheet - [Full SKU].pdf

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

Instruction manuals:

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

  • Example: IM - 10162.pdf

Compatible dimmer lists:

  • Format: Compatible dimmer list - [Full SKU].pdf

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

STEP files:

  • Format: [First 5 digits of SKU].step

  • Example: 10162.step

Changing Product SKU Number

If the product's SKU number is changing in Business Central, you need to update the SharePoint folder and file names to match.

Why recreate? Renaming folders doesn't trigger a SharePoint event. You need to create a new folder for the backend to detect the change.

Steps to Change Product SKU:

1. Create new product folder with new SKU

  • Navigate to the collection folder

  • Create a new folder named with the complete new SKU

  • Example: Old SKU 12198-022 → New SKU 12198-033

2. Download all files from old product folder

  • Download all images and asset files to your computer

3. Rename downloaded files to new SKU

  • Primary image: 12198-022.jpg → 12198-033.jpg

  • Secondary images: 12198-022-1.jpg → 12198-033-1.jpg

  • Spec sheet: Spec sheet - 12198-022.pdf → Spec sheet - 12198-033.pdf

  • Continue for all files that include the SKU in the name

4. Upload renamed files to new folder

  • Upload all renamed files to the new product folder

  • Verify everything is present and correctly named

5. Delete the old product folder

  • Once the new folder is set up and verified

  • Delete the old product folder completely

Moving Product to Different Collection

If a product needs to move from one collection to another:

Recreate:

  1. Download all files from the product folder

  2. Create new product folder in the new collection

  3. Upload all files to the new folder

  4. Delete the old product folder from the old collection

  5. Update Business Central

Changing Collection Position Number

If you need to reorder collections on the website by changing position numbers:

You CAN change the number freely:

  • 1 - Veneto → 3 - Veneto ✅ This works

  • The number represents display order on the website

  • Changing the number triggers an update

You CANNOT change the name after the dash:

  • 1 - Veneto → 1 - Verona ❌ Requires delete + recreate

  • Name changes require creating a new collection folder

  • See: Update a Collection

What Happens Next

After making your changes:

  1. Backend detects the modification as a triggered event

  2. Validates updated files meet requirements

  3. Updates product data in the database

  4. Syncs changes to the website

Sync timing: 10-15 minutes typically. Refresh the product page to see updates.

Important Notes

Always Delete First, Then Upload

When replacing any file (images or assets):

  1. Delete the old file

  2. Upload the new file

Don't try to overwrite or replace in place - it doesn't trigger properly.

Folder Renaming Doesn't Work

Never rename product folders or collection folders (except position numbers).

Instead:

  • Create new folder with correct name

  • Move/upload files to new folder

  • Delete old folder

File Name Precision Matters

File names must follow exact conventions. Even small typos will cause auto-rejections or sync failures.

Double-check:

  • SKU numbers match exactly

  • Prefixes are correct ("Spec sheet - ", "IM - ", etc.)

  • File extensions are correct (.pdf, .ies, .step)

Troubleshooting

Issue: Updated image not showing on website

Solutions:

  • Verify you deleted the old image first before uploading

  • Check new image dimensions are exactly 1200 x 1100 px

  • Confirm file type is JPG/JPEG or WEBP

  • Check for auto-rejection email notification

  • Wait 10-15 minutes for sync

Issue: Replaced asset file not updating

Solutions:

  • Verify file name matches exact naming convention

  • Check file type is correct (.pdf, .ies, .step)

  • Ensure you deleted old file before uploading new one

  • Wait for sync to complete

Issue: Changed SKU but product still shows with old SKU

Solutions:

  • Verify you created a NEW folder (not renamed)

  • Check all file names use the new SKU

  • Confirm you deleted the old product folder

  • Update item attributes in Business Central to match

  • Wait for sync

Issue: Moved product to new collection but not showing there

Solutions:

  • Verify product folder is physically in the new collection folder

  • Check that old collection folder no longer contains the product folder

  • Update Business Central item attributes to map to new collection

  • Wait for sync to complete

Common Update Scenarios

Scenario 1: Refresh product photography

  1. Navigate to product folder

  2. Delete old primary and secondary images

  3. Upload new images with same file names

  4. Verify dimensions (1200 x 1100 px)

  5. Wait for sync

Scenario 2: Add missing specification sheet

  1. Navigate to product folder

  2. Upload spec sheet: Spec sheet - [SKU].pdf

  3. File appears on product page after sync

Scenario 3: Update instruction manual

  1. Find existing IM file in product folder

  2. Delete: IM - [5 digits].pdf

  3. Upload new IM with same file name

  4. Wait for sync

Scenario 4: Product rebrand with new SKU

  1. Create new product folder with new SKU

  2. Download all files from old product folder

  3. Rename all files to new SKU

  4. Upload to new product folder

  5. Update Business Central item attributes

  6. Delete old product folder

Scenario 5: Add more secondary images

  1. Navigate to product folder

  2. Check existing secondary images (e.g., up to -2)

  3. Upload new images continuing sequence: -3.jpg, -4.jpg

  4. Images appear on product page after sync

Related Guides

Pro tip: When making multiple changes to a product (new images AND new spec sheet AND new SKU), do them all together as part of a single update. If changing the SKU, create the new folder, rename ALL files at once, upload everything together, then delete the old folder. One clean transition.

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