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Organization sets

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Organization sets

Grouping organization units into sets

The Organization Sets chapter provides an overview of your current organization sets. It includes options to edit existing sets and create new ones. These sets are useful for assigning user rights, defining eligible units for promotions or discounts, attaching product assortments, applying settings to multiple organizational units simultaneously, and much more.

Authorization

In order to be able to access this chapter, you need the OrganizationUnitSets permission. Permissions are managed from the Roles and rights chapter namely, from the functionalities card of a user's role.

An Organization unit set, as the name implies, is the grouping of several organization units into one (a set of organization units).

For example, you're in process of attaching product assortments, and/or adding a payment type, and would like to do that to all store OUs in that country i.e. to multiple organization units. Instead of doing this configuration seperately on each and every store OU, you can simply create a set where all stores in that country are grouped and make those configurations just once by tagging it to an OU set. Doing it that way will apply configurations to each organization unit included in that set.


Managing OU sets​

The Organization unit sets chapter of Admin Suite, is your place to add, delete or edit OU sets.

To add, simply click the '+' in the top right corner, or click an existing one to edit or delete.

Regardless whether you are adding or editing, the OU sets management flow is similar in terms of cards and fields:

The "Origin" Filter

The "Origin" filter allows you to sort your OU sets based on three options:

  • Custom: These are user defined OU sets tailored to specific organizational requirements, created as described in this chapter.
  • System: OU or OU sets automatically generated according to your organization's structure. These are predefined based on the selected OU type at the time of creation. You can filter these to retrieve the organization set ID from the left column in the overview for a specific organization unit.
  • Ad hoc: Temporarily created OU sets for specific purposes. These sets are neither standard system-defined sets nor permanent custom sets. For example, when creating a set for use in a promotion, the set would show up under this filter. See also the Optional "Type" Field Impact note below.

Create set​

The create flow is the stage where you define your set by giving it a name, a description, a type filter, and more. This is done in the General information card.


Optional "Type" Field Impact

The Type field serves as a filter. When you select a type, like Shop, it automatically includes all corresponding organization units in the set (system set), eliminating the need to list them once again in the Included Organization Unit Sets card. Use the Included Organization Unit Sets to add OUs that don't match the initial type filter, such as non-Shop OUs, or to include all OUs from a specific country, irrespective of their type. On the other hand, the Excluded Organization Unit Sets lets you remove OUs that were automatically added by the type filter or that are part of a larger hierarchical group listed in the Included Organization Unit Sets.


More on OU types can be found here.

Dynamic Organization Filter​

This feature enables you to include or exclude organizational units (OUs) using predefined filters:

  • Country: Applies a filter to all OUs based on the Country specified during setup.
  • Language: Filters all OUs according to the Language specified during setup.
  • Type: Filters all OUs based on the Type specified during setup.

These fields are predefined during the creation of OUs. For more details on OU creation and the location of those fields, see Creating OUs basic information.


System sets

When a system set is open, the '+' icon is disabled and not visible, as modifications to system sets are not allowed. Learn more about what a system set implies here.

Organization Unit Sets​

This feature offers an additional customization layer, allowing you to include or exclude specific user-defined sets or organization units. To specify an organization unit, either type its name directly or click the "load more" button.

The sequence number determines the order of inclusion or exclusion. The first applied are those set earliest in the sequence.

For example, suppose you have included all Shop type organization units using the Dynamic Organization Filter but need to exclude one that does not fit the purpose of this set. To do this, click the '+' button, select Exclude organization unit sets, enter the organization unit's name, and assign it a sequence number.