Image Upload & Management Guidelines for Inventory System
To ensure smooth product listing and a consistent presentation across your platform, it is essential to follow strict naming conventions and image formatting rules when uploading or referencing images in the inventory system.
This document outlines:
- Supported file formats
- Naming conventions
- Correct usage of image names in inventory fields
- Differences between using image names and image URLs
- Common mistakes to avoid
1. Image Format & Extension Guidelines
Only the following file types are supported for product images:
| Format | Extension |
|---|---|
| JPEG | .jpeg, .jpg |
| PNG | .png |
Unsupported Extensions (Do Not Use):
.gif,.bmp,.webp,.svg- Any files without a valid image extension
- Non-image file types like
.txt,.pdf,.docx
2. ️ Image File Naming Conventions
Choosing the right file name improves organization, searchability, and clarity in your product catalog. Use descriptive, relevant filenames that reflect the product or variation.
Acceptable Image Filenames:
| Examples | Reason |
|---|---|
red-tshirt.jpg |
Descriptive and simple |
winter-jacket-blue.png |
Indicates product type and variation |
newproduct.jpeg |
Clean and clear |
image1.png |
Generic but acceptable with extension |
Unacceptable Image Filenames:
| Example | Issue |
|---|---|
1234.jpg |
Not descriptive; unclear content |
product3image.txt |
Incorrect file type |
img-final-finalfinal.png |
Confusing naming; redundant |
product.image |
Missing file extension |
Tips:
- Use lowercase letters
- Use hyphens (
-) to separate words (avoid spaces or underscores) - Avoid using only numbers or internal codes
- Never upload images with special characters like
!@#$%^&*()
3. ️ Image Upload Process (Inventory Page)
When adding a new product or SKU manually, follow this two-step process to connect images properly.
Step 1: Upload the Image
- Go to the Inventory Page
- Locate the "Image Uploads" section
- Upload your image using the proper filename (e.g.,
black-shoes-42.jpg)
Note: The system only accepts images with valid extensions as listed above.
Step 2: Connect Image to Product
In the product form (SKU options or image field), you must only use the image filename, including its extension.
Correct Input:
black-shoes-42.jpg
4. Image URLs (When to Use Them)
Image URLs should only be used in one specific case:
Only use full image URLs when uploading and attaching images to products through the Inventory Upload Template Sheet.
This is typically for bulk uploads or data imports using a structured Excel or CSV template.
Acceptable Image URLs:
- Must begin with
https:// - Must link directly to the image file
- Must end with a valid image extension
Correct Input:
https://www.yourdomain.com/images/product1234.jpg https://cdn.example.com/assets/tshirt-blue.png
Unacceptable Image URLs:
| URL Example | Issue |
|---|---|
http://yourdomain.com/products/image5.png |
Uses insecure http:// |
https://yourdomain.com/downloads/1000product.jpg |
Downloads image instead of displaying it |
https://yourdomain.com/newproducts/product2 |
Links to a webpage, not an actual image |
ftp://yourdomain.com/images/image.png |
Unsupported protocol |
5. Summary: Choosing Between Image Filename and URL
| Use Case | What to Use | Example |
|---|---|---|
| Manual product entry (inventory page) | Image filename only | blue-sneakers.jpg |
| SKU option field | Image filename only | hoodie-black-xl.png |
| Bulk upload via template | ✅ Full image URL (https) |
https://cdn.site.com/x.jpg |
Common Mistakes to Avoid
| Mistake | Correction |
|---|---|
| Entering full image URL in filename field | Use only the filename (e.g., shoe1.jpg) |
| Uploading images without extensions | Rename file to include .jpg or .png |
Using http:// or linking to non-image web pages |
Use https:// and direct image links only |
| Using images with non-descriptive or numbered names | Use clear, descriptive names like hat-red.jpg |
Troubleshooting
| Issue | Solution |
|---|---|
| Image not displaying | Ensure filename is uploaded first, with correct extension |
| Upload fails | Check format (.jpg, .png), and avoid large file sizes |
| Image shows broken link | Make sure the file exists in the upload system |
| Wrong image shown | Double-check that filename matches exactly |
Final Recommendations
- Upload your images first using the Inventory Page → Image Uploads section.
- Use only image filenames (with extensions) when assigning them to products manually.
- Only use full image URLs when doing bulk uploads via the Inventory Upload Template Sheet.
- Stick to supported formats and secure links to avoid display issues or upload errors.