Configure multi-sites

Configure organizations, groups, and catalogs for multi-site operation

Published on 12/17/2021Hind Andaloussi

When you have several establishments, it is customary to centralize a certain amount of data (suppliers, product catalogs, etc.), then to share them in a controlled and personalized manner.

What is multi-site and how do I set it up?

Organizations

What is an organization?

An organization more specifically designates an establishment.

This therefore has its own identification information, some of which were entered when it was created.

An administrator user of his current organization (the one in which he operates at the time of configuration), has the possibility of creating new organizations according to the number of separate establishments he wishes to manage.

How to create an organization?

The list of organizations to which a user belongs can be accessed in the Settings tab of the main menu, Multi-sites section The drop-down title in the header displays the Organizations view by default .

  • A user is part of an organization from the moment he creates it, or is invited to do so with his email address.
  • Depending on the role assigned to him , he may be able to administer it. This is the case when he himself creates an organization.

To create a new organization, all you have to do is:

  1. Click on  Create an organization via the " + " at the bottom left
  2. Enter the name of the organization
  3. Enter an email address
    (if it is not that of the user, he must make sure to be added as an administrator user if he wishes to switch to it from his current organization, and administer it by the following)
  4. Validate by clicking on the Create button 

A user can directly connect to the organizations in which he is an administrator by clicking on the contextual menu represented by the symbol "  ", then Connect .

Multi-site invoicing system

When creating an organization, two billing options for the new establishment are possible:

Invoicing common to the current organization:

  • The subscription of the new organization is identical to that of the parent organization
  • The subscription is not customizable and will observe the same changes as the parent organization
  • A single invoice is generated for all the organizations and appears in the account of the parent organization

Invoicing independent of the organization:

  • The organization is invited to subscribe independently
  • The organization benefits from a trial period and can adjust its subscription as it wishes
  • The generated invoice is specific to this new organization

The groups

What is a group?

A group is a number of organizations that share data with similar characteristics, through product catalogs.

  • You can create a group to which you want to share data, by adding organizations.
    An administrator can only add to a group the organizations to which he belongs as a user.
  • Or join a group whose data you want to use, by being invited.
    An organization is part of a group when it is added to it by the group owner.

It is possible to create several groups, depending on how you want to segment the organizations.

Take the example of a national restaurant chain, whose offer is unique but which calls on different suppliers depending on the geographical area. This could create a group by perimeter (North-West, North-East, South-West ....). Since the supplier's information is carried by the groups, a single catalog shared with all the groups will only show for each group the purchasing and supplier information that interests them.

How to create a group?

The list of groups to which an organization belongs can be accessed in the Settings tab of the main menu, Multi-sites section In the drop-down title in the header, select the Groups view .

To create a group, all you have to do is:

  1. Click on  Create a group via the " + " at the bottom left
  2. Enter the name of the organization
  3. Validate by clicking on the Create button 

Then associate organizations with this group:

  1. Click on  Add an organization via the " + " at the bottom left
  2. Associate or dissociate organizations

Catalogs

What is a catalog?

A catalog is a list of articles or recipes, intended to be shared with other groups and therefore exploited by other organizations within the framework of multi-sites.

The catalog is a data sharing tool. It is the means which makes it possible to benefit from its base of articles and recipes, a group of establishments to which a user belongs.

How to create a catalog?

The list of catalogs that an organization can use are accessible in the Parameters tab of the main menu, Multi-sites section In the drop-down title in the header, select the Catalogs view .

To create a catalog, all you have to do is:

  1. Click on  Create a catalog via the " + " at the bottom left
  2. Enter the catalog name
  3. Validate by clicking on the Create button 

Then add products to this catalog:

  1. Click on  Add a product via the " + " at the bottom left
  2. Select the products to add to the catalog

It is possible to filter the search by type of product, articles or recipes

How to use a shared catalog?

When a recipe catalog is created, the by-products of each recipe are also added to this catalog.

This allows recipient organizations to exploit and manipulate item data as well.

To use data from a shared catalog, you must synchronize the products. That is to say, load the products from the catalog so that they can be found in the Articles and recipe lists of the beneficiary organization.

Then add products to this catalog:

  1. Click on  Synchronize products 
  2. Wait for the loading time
  3. At 100% , a notification indicates good data synchronization.
    These are now visible in the item and recipe lists of the beneficiary organization.
  • An organization that wishes to benefit from the products of a catalog, then appropriate the data by personalizing it, will initiate a synchronization only once . Please note that a second synchronization will overwrite the modifications made in favor of the initial version of the product.
  • An organization that operates on a daily basis with the same products as the organization that owns the catalog (= the same characteristics) will, for its part, engage in regular synchronization to ensure that it has constantly updated data.
  • The date that appears in the list of products in the catalog is the indicator that shows a modification of the product on the part of the owner of the catalog.