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Creating and Managing Organizations

Last Updated: Nov 06, 2015 04:07PM MST
Before Administrators begin creating new organizations under a tenant, they should first understand the purpose of organizations. Organizations are generally used for three different reasons:
 
 
  1. Separate Content: Due to the fact that ‘Access Controls’ to books and media items are set by organization, one of the main purposes for creating unique organizations is to ensure that content can be separated and made available to the appropriate users.
  2. Pricing Structures & Currency Localization: When Digabit customers indicate that they have different pricing structures for different dealers or customers they will typically need to manage the different pricing structures under different organization levels. Additionally, specific currency codes can be configured or customized for each organization.
  3. Customization: If Digabit customers would like to customize the Documoto user-interface with dealer logos or PO/RFQ forms, they must setup unique organizations for the customized branding and shopping cart content.
 
 
NOTE: For detailed information on the Organization Admin ‘Capabilities’, see this article: The Administrator's Guide to User Group Privileges and Organization Capabilities
 

Creating New Organizations and Child-Organizations

 
 
  1. Login to Documoto.
  2. From the ‘Admin’ drop-down, select ‘Organization Admin.’
  3. Click the ‘Manage Organizations’ button.
 
 
 
 
  1. Click ‘New’ at the bottom of the ‘Manage Organizations’ screen.
  2. Enter the name of organization or child-organization in the ‘Name’ field.
  3. In the ‘Parent Organization,’ choose the parent organization for the child organization you are creating.
  4. Click ‘Save.’
 
 
 
 
  1. You should be brought back to the ‘Manage Organizations’ screen where you can confirm that your new organization has been created and is under the correct parent organization.

Tip: If the child-organization was incorrectly saved under the wrong parent organization, simply click and hold to drag and drop the new child-organization under the correct parent.
 
 
  1. In the left Organization Admin navigation pane, click the organization drop-down to select your new organization.
 
 
 
 
  1. The organization drop-down should now show your new organization or child-organization name. Once you have confirmed your selection, you are now ready to edit and update your new organization.

Tip: It is extremely important to always make sure that the organization drop-down is on the correct organization name that you wish to make changes to.   
 

Setting Up and Configuring a New Organization 

  1. Login to Documoto.
  2. From the ‘Admin’ drop-down, select ‘Organization Admin.’
  3. In the left Organization Admin navigation pane, click the organization drop-down to select the organization you would like to set-up, configure or make modifications to.
 
 
 
 
  1. Under ‘General’ you can make changes to the organization name, parent organization and set a DMZ expiration period for that organization (off-line media expiration period for Documobile and Docuview).
  2. Click ‘Save’ to save any of the changes made under ‘General.’
 
 
 
 
  1. Set Organization ‘Capabilities’ under the ‘Capabilities’ tab. For detailed information on what each capability enables or disables for an organization go to this article: The Administrator's Guide to User Group Privileges and Organization Capabilities
  2. Click ‘Save’ when you have finished setting capabilities.
 
 
 
 
  1. Under ‘Logos’ add organization customized print, skin and mobile logos. For more information on recommended logo dimensions and formats, see this article: Adding Logos and Understanding Logo Inheritance

NOTE: Parent organization logos will override tenant logos and will be visible to all child organizations.
 
  1. Click ‘Save’ to save the new logos.
 
 
 
 
  1. The next configuration is within the ‘Part List Columns’ tab. Instructions for how to change ‘Part List Columns’ can be found here: Configuring Part List Columns
  2. Click ‘Properties’ on the left panel to override the default currency code, SVG opacity, set shopping cart price column order and override add to cart quantity behavior. If ‘Shopping Cart Price Column’ order is not set then shopping cart prices will not be visible in the shopping cart.
  3. Click ‘Save’ to save the ‘Properties’ changes.
 
 
 
 
For instructions on adding ‘Users’ and ‘Addresses’ under an organization, see this article: Managing Users under Organization Profile
 
For instructions on configuring ‘Purchase Orders’ and ‘Request for Quotes’ in both the Tenant and Organization Admin areas, see this article: How to Configure Purchase Order and Request for Quote Templates

For instructions on customizing Order Management order forms by organization, see this article: The Administrator's Guide to Order Management

 

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