Bookshelf v7.5: Adding Master Data to Categories

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Adding Master Data to Categories

Using access groups makes it easy to assign new master data to partner companies. For example, when you create a new sales brochure, you just have to associate it with the appropriate category. If categories and access groups have been set up correctly, the brochure will be visible to all your partners who are in access groups associated with that category.

For example, when you come out with a new datasheet for a new version of an existing product, or when you launch a new product line and build a new catalog about that product line, you go through the following process:

If you are creating a new catalog for the new data, ask your channel operations manager to help you set up the new catalog structure and to associate it with the appropriate access groups. To add master data, you must understand the structure of access groups and categories that the partner operations manager has set up.

Create the new master data content, such as new literature or new solutions.

After the content is finished, add it to the database by navigating to the appropriate screen (for example, the Literature or Solutions screen) and adding a new record for the content file. If you are adding a whole catalog, you would add multiple items on each screen and categorize the items as you add them.

Add each item to the correct category, by either navigating to Category view in the screen where you added the item or by navigating to the Catalog Administration screen, displaying the correct category, and adding the item. (If you are associating existing master data with categories, it is generally easier to use the Catalog Administration screen. If you are creating new master data content, it is generally easier to use the Category view of the screen where you added the data.) All of the partners in partner groups associated with these categories will have visibility to the data.

NOTE: The following two procedures show how to associate literature with a category. You associate other types of master data in exactly the same way, using the other view tabs instead of the Literature view tab or using other screens instead of the Literature Administration screen.

To associate literature with a category using the Catalog Administration screen

Navigate to the Catalog Administration screen.

In the Catalogs list, click the name of the catalog that contains the category with which you want to associate the literature to drill down into that catalog.

A Categories list appears that contains that category.

Select the Category with which you want to associate literature.

Click the Literature view tab.

The Literature view appears.

In the Literature list, click the menu button, then click New Record.

The Add Literature dialog box appears.

If necessary, enter criteria for a search and click Go.

Select the literature item that you want to associate with the category, and click OK.

The literature is associated with the category.

To associate literature with a category using the Literature Administration screen

Navigate to the Document Administration screen.

From the Show drop-down list, choose Literature.

In the Literature list, add a new literature item, or select the record for the literature you want to associate with a category.

Click the Category view tab.

In the Category list, click the menu button, then click New Record.

The Add Subcategories dialog box appears.

Select the category with which you want to associate the literature, and click OK.

The literature is associated with the category.