Enrich your reference entity records

Only available in our Entreprise Edition

#Add a record

Once you have created a reference entity, you can add records. Let’s say that you just have created the reference entity Brand, you have defined its records attributes and now it is time to add new records. For example: Fermob, Kartell, Muuto, Fatboy…

To add a new brand to the reference entity Brand:

  1. Go to your Brand entity (you will automatically land on the records grid)
  2. Then click on the Add new button, choose a label for the record (the PIM will automatically take its label to generate your record's code, but you can change it if needed).

Create a record

If you have several records to add, you can stay in the creation pop-in to add quickly as many records as needed:

  1. Input the first record label
  2. Tick Create another record
  3. Press Enter
  4. Add the label for each record
  5. Once you've done, press Esc or Echap

Note that we have defined a limitation of 1 million records per reference entity to guarantee that the PIM is functional and runs smoothly.

#Display records

To see the records of the reference entity, click on the Records tab in the left menu. You will see the records grid, where all the records of the entity are listed.

Records grid

#The records grid

The records grid is quite different than the products' one. Thereafter are the specific features of this grid:

  • The line with the attributes names is frozen: it allows you to scroll down the page, while continuing to see the name of the attributes
  • The first 4 columns with image, label, code and completeness are also frozen. We added an horizontal scroll in order to see the content of all the columns
  • We also added a tooltip to preview the content of a text attribute directly in the grid when you hover over the text
  • Finally, the grid comes with an infinite scroll that allows you to display up to 500 results. If you reach this limit, the grid will show the following message "You just scrolled through the first 500 results out of 1450 records. To see more, try with more specific search criteria."

In the 3.0 version records grid, only the following types of attributes can be displayed in the grid: code, text and image.
Since the 3.1 version, the values of the attributes types single/multiple options and reference entity single/multiple links can also be displayed in the records grid.

The columns' order in the records grid is frozen, it cannot be changed. By default, the grid's column order is Image, Label, Code, Complete. If you add other attributes, under the Attributes tab, the grid will display them according to their order of creation.

Of course, you can still edit or delete a record thanks to the buttons at the end of each line.

#Search for a record

#Full text search

Our goal is to facilitate your work and to increase your productivity. To make this possible, we made a very powerful search in the grid of records. Indeed, we implemented a full text search which allows you to search on code, label and text attribute types.

For example, if you search for the word « famous », all the records containing the word « famous » in their code, label or text attribute types will be displayed.

Search for records with a keyword

And we can go further. If you search for "famous" and "bags", then only the record containing both "famous" and "bags" words will be displayed.

Search for records with several keywords

#Filter on completeness

You can also filter on completeness in order to see the records that are complete/incomplete, or choose to see all the records, no matter their completeness.

Records filter on completeness

To know how to define the required attributes for the completeness, please take a look at this article

#Filter on options and reference entity links (since 3.1)

Since the 3.1 version, we added the possibility to filter on single/multiple options or reference entity single/multiple links attributes types in the records grid. This filter allows an exact search on an reference entity option value or on a reference entity link.

For instance:

  • If a "Brand" reference entity has a "Designers" attribute linked to a "Designer" reference entity, you can search for all brands with the designer "Ron Arad".
  • If a "Brand" reference entity has a "Country" attribute with a list of options, you can search for brands with the country "Italy".

Records grid

The operator is an in list operator. If you are looking for the brand with the designer "Philippe Starck" OR "Ron Arad", the brands with the designer "Philippe Starck" OR the designer "Ron Arad" will be displayed.

You can combine filters. For instance, you can search on all brands with the country "Italy" AND the designer "Ron Arad".

A record or an option can be removed from a filter using the cross.

To empty a filter, you can click on the eraser.

#Edit a record

Of course, you can edit a record in order to change values or add new ones. Nothing simpler: just go on a record and add/change the values you want.

As for a product, you can define if you want a different content according to channels, and the same applies on locales. You can find a locale and channel switcher on each record, meaning that if you need to translate values for example, you can do it simply switching from a locale to another.

Locale switcher on the records grid

In the Attribute tab, if you define a "text area" attribute for your records, you can tick the parameter rich text editor. This will give you access to a set of options to improve the format of your text. For example, you can change the font, the size, etc. You can also add a link, a video, an image. In fact, the Rich text editor offers a large bunch of possibilities!

Records text area

#Display the products linked to a record (since 3.2)

Since the 3.2 version, you can see the first products linked to a record in a new Products tab directly from a reference entity record.

To display the 1st products linked to a Kartell record:

  1. Go to the Kartell record
  2. Then click on the Products tab
  3. To open a product, just click on it and the product form will open in a new tab.

Records link entity

In this Products tab, the 20 first products linked to a record (for the selected product attribute) are displayed as well as the total number of products linked ("xx results").

If more than 20 products are linked to the record, a message is displayed after the last products:

Records link entity

If you want to display all the products linked to a record, you just have to click on the View all products button, it will open the product grid with a filter on the product attribute linked and the Kartell value. Then, from the product grid, you can search and launch enrichment actions on these products.

If several product attributes are linked to the Brand reference entity, you can change the Product attribute filter.

If no products are displayed in the Products tab, there are two possible reasons:

  1. Your reference entity is not linked to a product attribute, you first have to create a new product attribute linked to the reference entity.
  2. The selected product attribute doesn't have any product linked to the record. You first have to link products to the record.

If the View all products button is not displayed, check that the product attribute is set as usable in grid.

#Follow the records completeness

Like for products, we calculate completeness on records.

In the records, several indicators show you the status of your completeness and which attributes are missing.

  • Yellow bullet points in front of each missing required attribute, showing that you have to complete this attribute to improve the completeness.
  • The completeness percentage in the header of the record informs you of the completeness level.

The completeness is automatically calculated as soon as we enrich a required attribute. It means that the bullet point will disappear as soon as the required attribute is filled, and same for the completeness percentage evolution.

#Link a record to another record

It is also possible to link a record to another one, and it is very simple.

For example, you can link a Designer (let's say "Philippe Starck") to the record "Kartell", or to several records brands belonging to the "Brands" entity.

Please refer to this article to discover how to do so.

Once you have chosen which entity is linked, you can see a new selector with all the records of the linked entity.

Records link entity

Since the 3.1 version, we added the completeness of a record in the selector.

Records link entity

Click on the link icon on each record line in the selector to preview the record! It will automatically open a new tab in your browser.

#Delete records

#Delete a record

You can delete a record or all the records of an entity.

To delete a record, 2 choices:

  • Either directly in the records grid, by clicking on the trash can button on each record line.
  • Either in the details of the record, by clicking on the ... button at the top right corner of the header then delete.

#Delete all the records

To delete all the records of an entity, click on the ... button at the top right corner of the header's records grid then delete all records.

To delete all the records of an entity, you need to check that no record of this entity is linked to other entities or used in a product. Otherwise you will not be able to delete it.