This article provides a comprehensive overview of the tenant configuration set-up options for your Documoto tenant.
For specific instructions or information on each component in the Tenant Administration module, please click here.
- Tenant Administration Overview
- Tenant Administration Options
- Dynamic Naming
- Style Editor
- Default Images
- News Items
- Part Codes
- Part List Columns
- PGP Key
- Taxonomy Admin (Documoto Rocket only)
- Global Search and Sorting Behavior (Documoto Rocket only)
- Media Categories
- User Groups
- ERP Headers
- Import Formats (Documoto Classic Only)
- Purchase Orders & Request for Quotes (Documoto Classic Only)
- Form Header Fields (HTML Order Management)
- Form Layouts (HTML Order Management)
- Email Formats and Recipients (HTML Order Management)
Tenant Administration Overview
The Admin > Tenant Admin module allows administrators to modify and manage their Documoto tenant, or instance, in several ways. The descriptions below will highlight the high-level purpose of each Tenant Admin module tenant configuration option.
Tenant Administration Options
In order to allow Table of Contents customization and part naming customization, Tenant Administrators have been given the ability to change the displayed names of entities (such as chapter name, page name and parts name) using the Dynamic Naming formatter. The ‘Dynamic Naming’ formats allow administrators to substitute tag and property values for standard entity names.
The Documoto user-interface (UI) contains several standard labels. An example would be our Documoto library format, where ‘Books’ break-down into ‘Chapters’ which further break down into ‘Pages.’ In order to ensure that Documoto is flexible enough to allow different labels in the user-interface, Tenant Administrators have the ability to change labels. This features is useful for customers in industries that may not use the same standard verbiage for books, shopping cart, eCommerce forms or price types. Below is a sample listing of the labels that can be changed within Documoto:
The Style Editor allows administrative users to customize their Documoto instance. Logos can be configured for three separate areas of the Digabit application suite:
- Main Logo: The logo that will be displayed in the upper left corner of the Documoto application
- eCommerce Logo: The logo that will be displayed in HTML Order Management forms (if configured under Tenant Admin > Template Header Fields)
- Print Logo: The logo that will be displayed for printed parts books and/or pages (if configured in the Publisher module)
Logos can be overridden and customized at the organization level in Admin > Organization Admin.
Tenants who are actively using Documoto Rocket can use the Style Editor to define additional customization options, such as site imagery and branding colors. Styles can be overridden and customized at organization level in Admin > Organization Admin.
If the ‘Display Default Part Image’ tenant property is set to ‘On’ for your tenant, any image added here will be displayed as the default thumbnail for the entity the image file is added to.
News items are a way for Tenant Administrators to communicate important organizational news in the Documoto library. News can contain links to existing media, external attachments or hyperlinks, and can be set-up to be viewed by certain organizations only.
Part Codes can be used to indicate when items are obsolete, not available, a reference part only or for any other reason that would require an organization to make a part number both hidden and non-orderable. Part codes replace part numbers during the publishing process. Therefore, they are an overall code that is used to describe certain types of non-orderable parts (obsolete, part number not available, etc.).
Note: It is very important that part codes be entered in tenant admin before pages are published with the part code in place of part numbers. If a part code is published on a page, but has not been added to tenant admin as a part code, then it will be created as a ‘part number’ in the Documoto database. This creates issues for integrations that have been set-up to retrieve part information from ERP systems.
Part List Columns
Part list columns, or bill of material columns, in interactive pages can be customized. Part list columns can be setup to contain information such as tag values and a variety of part property information. Each column added to a customized part list layout can also be reordered and removed as necessary. Part list columns can be overridden at the organization level in Admin > Organization Admin or user preference level in Settings > Preferences.
PGP keys can be added to the ‘PGP Key’ field in Tenant Admin to encrypt PO and RFQ template orders submitted through the shopping cart. In order to use this feature, a tenant must also have an email address configured on their tenant where the encrypted emails should be sent to for decryption.
Tags are meta-information that can be used to describe or define some aspect of an entity within Documoto (part, page, chapter or media item). Within the Tenant Administration module, Administrators have the ability to create and manage part tags, page tags, chapter tags and media tags. Tags are created as keywords or terms and are useful in several areas of the Documoto user-interface. Below are some of the key functions of tagging entities in Documoto:
- Searchable meta-data
- Reference Information
- Noting Boundaries
- Additional Part Information (Can be used in Part List Columns and Dynamic Naming)
- Additional Page Information (Can be used in Dynamic Naming)
- Additional Chapter Information (Can be used in Dynamic Naming)
- Additional Media Information
Taxonomy Admin (Documoto Rocket Only)
Taxonomies are a way to guide users to information in the Documoto library by setting up a hierarchy of browsing tiles. Browsing tiles function like short-cuts, to enable your users to quickly find the content or information they are looking for. A taxonomy structure can be configured at the Tenant level and overridden at the Organization level.
Global Search and Sorting Behavior (Documoto Rocket Only)
Tenant administrators can elect to change the Default Search Mode from Contains to Exact for global search. Similarly, tenant administrators can also elect to change the Default Sort Mode for results from taxonomy or a global search. The Documoto default is to sort by Most Relevant, but this default could be changed to Name A-Z, Name Z-A, Identifier A-Z, or Identifier Z-A.
Media categories, formerly referred to as media shelves, can be created to hold media (both static and interactive) in the library. Media categories can be accessed through the library for all users who have the privilege to view the category, based on the user group(s) they are assigned to.
TIP: After creating a new media category, immediately assign it to the appropriate User Groups in Tenant Admin to ensure that users can see the category in the library.
User groups define several aspects of a user’s privileges and capabilities in the Documoto interface. The ‘User Group’ that a ‘User’ belongs to establishes most importantly what media shelves, or library shelves, a user can view. User groups also define user roles and are used to assign shopping cart privileges, access to user-preferences, ability to print interactive media, access to modules and the ability to add or view comment and related items for each user group.
For some customers that are utilizing an ERP integration, Documoto has options to configure ‘Shopping Cart Header’ fields. These fields are formatted similar to how the Excel-based ‘Purchase Order’ and ‘Request for Quote’ templates are formatted. Headers are set-up in the ‘Tenant Admin’ module in Documoto and are field headers for information that tenants want to receive from their customer when a shopping cart is submitted.
Import Formats (Documoto Classic Only)
Import formats allow users to import part information from XLS spreadsheets into the shopping cart. Documoto tenants have the option to use existing XLS order templates or create order templates to create import formats for their end users to use to add parts to the shopping cart in bulk.
Purchase Orders & Request for Quotes (Documoto Classic Only)
In order to use the shopping cart order forms, the XLS order templates must first be uploaded and formatted in the Purchase Orders and Request for Quotes admin areas. The order templates added to Tenant Admin can be overridden at the organization level in Admin > Organization Admin.
Form Header Fields (HTML Order Management)
Form header fields establish the fields that will be available to add to the order form layouts for the HTML Order Management module. The available fields are a combination of system fields, or fields that can retrieve information from the Documoto system and database, and custom fields:
- Address: Can be configured to retrieve Organization, User Addresses or Both from the database and displays them in a list box on order forms
- Date: Defaults to today’s date, and can be configured to be editable or non-user-editable
- Email List: Emails entered in this field type are used in the automatic email order status updates
- Order Number: The Documoto unique system-generated order number, or the ERP order number for Order Management modules integrated with ERP systems
- Logo: Displays the Ecommerce Logo configured in ‘Tenant Admin’ under ‘Logos’
Available Custom Field Types:
- Text Field: Allows users to input text into the order form
- Text Area: Allows users to input more characters of text into the order form than the text field form field type (limit 255 characters)
- Label: Creates non-editable text in the order form
- List Box: A box in the order form that displays a list of Administrator customizable options
- Date: Defaults to today’s date, and can be configured to be editable or non-user-editable
- Horizontal Line: A design element in order forms that inserts a horizontal line between sections of the order form layout
Form Layouts (HTML Order Management)
In order to use the HTML Order Management module for ordering, the order layout must first be created and formatted. A Tenant Administrator can create multiple layouts if multiple different types of order forms must be created for different organizations. The order layout added as the default layout can be overridden at the organization level in Admin > Organization Admin. Additionally, unlike Purchase Orders and Request for Quotes, Form Layouts are formatted from the Form Header Field options, which are localized. This means that Administrators do not have to create multiple order layouts in order to accommodate different translations or order localizations.
TIP: Ensure that at least one each Form Layout type (order & quote) has been defined as the 'default' (indicated by bold lettering).
Email Formats and Recipients (HTML Order Management)
Email Formats enable Administrators to create a standard meaningful message that will be used to keep all parties involved with an order workflow up to date through email status updates. The ‘Email Formats’ admin area allows Administrators to create a single email format per locale or translation. This means that regardless of the status of an order, the email that the recipients will receive will be in a single format. Due to this, it is best to keep the email format generic enough for it to be meaningful to recipients for any order status update.
The ‘Email Recipients’ admin area allows Administrators to tailor each order status email to be sent to the appropriate recipients. Order Email Recipients can be overridden at the organization level in Admin > Organization Admin.