# Rubens 3D Data Creation & Management

The Rubens Admin interface is a platform where you can manage all your 3D data for the Rubens Configurator in one place. Create static or configurable products, structure them in catalogs, request high quality renderings and much more.

# Prerequisites

# 3D asset requirements

There are conventions and limitations regarding file formats and naming, geometry complexity, UV mapping of assets. You can find the details in Rubens 3D assets requirements.

# Sample products and files

If you do not have 3D data files at hand, you can use our already created sample products. Display or hide the sample products at the top of the overview by toggling the Show sample products button in the right upper corner.

Or use our sample files to create a product by yourself:

# 3D model samples

# First steps

Get started by creating your very first product as described here.

Once you created your product, have a look at how to use it here.

# Products

There are two different types of products:

  • Basic: upload a static 3D model to show it in the 3D viewer.
  • Configurable: customizable, extendable products where you can change part properties individually.

NOTE: Configurable products are not supported in Level 1.

In the Products overview list you can see all your products in one place. The overview can be displayed in a List view or a Thumbnail view. To change the view, click on the icon in the upper right corner of the overview, next to the search textfield.

To find a product, you can search for the Name or the Roomle unique product ID of a product in the search textfield. The search is case-insensitive.

NOTE: If you are not in a Level 1 plan your products are grouped by catalog and you have to select a catalog first.

# Create or remove a product

Create a basic product

To create a new product

  1. Click on the red plus button inside the overview.

  2. Depending on your level, you must now make the preselection for a Basic Product. Therefore click on UPLOAD. If you are in Level 1, this step is not relevant for you.

  3. Upload your 3D content. In the section 3D model, select the file using the button CHOOSE FILE or drag and drop the file and click UPLOAD.

  4. You will see a preview of the 3D model and two bars visualising the number of triangles and textures with an indication if this content is ready to use in Rubens Admin. You might see the following indications:

    • Content is Perfect will be indicated in green. The number of triangles and textures is fine for Roomle Rubens.
    • Content is OK for Rubens Admin. It Could be better but still ok and it is marked in yellow.
    • Content analysis numbers are Too high. Please correct your data and upload again! means the content has to be reviewed and should be fixed, because the numbers are too high and it should be below the max number inside the requirement table here. Otherwise the fast download times and smooth user experience are at risk.

    You can also see a detailed table which contains all information about the uploaded 3D content. This is helpful to evaluate the quality of the content before creating the product.

  5. Click SAVE to save your product and autogenerate the Product images and the Integration links.

You will be redirected to the Products overview where the Processing icon indicates, that the model is still uploading. As long as the upload is not finished, you can only edit the General information. It may take more than one hour until the importing process is finished.

As soon as the upload is finished, you will be notified by an email. Click on the Go to product button in the email or select the product manually in the overview.

Go to Embed a product to integrate your created product.

Remove a product

If you do not need the product anymore, navigate to the Products page. Move the cursor to the product, you want to remove and click on the trash can icon that appears. The product still remains in our cloud to maintain connections.

# Embed a product

In the Products overview, select the product you want to embed. Open the product detail page and navigate to the "Intergration links section".

Copy the wanted Integration links to integrate the product in other pages.

# Manage existing products

To edit an already existing product, select it in the Products overview and click on it.

Update the 3D model

To update the 3D model of an existing product

  • drag and drop the file and click UPLOAD or select the file with CHOOSE FILE to upload it under 3D model.
    • Upload as single file in these extensions: .fbx, .blend, .obj, .3ds, .glTF(.gltf + .glb) or .glTF-binary(.glb)
    • or packed as .zip or .tar.gz.
    • If you do not have 3D data files at hand, you can have a look at our sample products or use the 3D model samples described below.
    • All files have to meet the 3D assets requirements.

It may take more than one hour until the importing process is finished. As soon as the upload is finished, you will be notified by an email. Click on the Go to product button in the email or select the product manually in the overview.

NOTE: The integration links of your products will change by uploading a new 3D model!

General

Set your Product name and Description and click SAVE in the upper right corner to save your settings. DISCARD will discard your changes.

Get product images

The perspective and top images of the product are autogenerated. You can delete the images and upload your own. To restore the original images click on Restore Image. You must first delete the images that you want to replace.

To get the product images, go to Integration links, copy the links of the Top image or Perspective image and open it in a browser.

# Create variations

NOTE: The features described below are not available in Level 1.

As soon as you have configurable products, the need to configure and store variations of individual products arises. To create a variation of a product, navigate to the Products overview list.

  • Either navigate to the details page of the product of which you want to create a variation directly here. Scroll down to the Variations section and click the red plus button.
  • Or click on the red plus button directly and then select CHOOSE in the Variation panel and select here the product from which you want to start.

Whichever way you choose, now configure the product in the loaded configurator, enter a Product name and Roomle unique product ID and click SAVE VARIATION. You can repeat this process as many times as you like. Each saved variation is displayed in a list at the bottom of the page.

Variations created in this way are linked among themselves and are always displayed in the Variations section.

# Request renderings

NOTE: The features described below are not available in Level 1.

You can request high quality renderings of your configurable products. To do so, navigate to the detailed view of the desired product. Scroll to the Renderings section and trigger renderings in four steps:

  1. Select all the perspectives you want. The sofa as an example image will give you an idea from which respective angle on the product the image will be created.
  2. Select the desired quality, you can choose between 2K and 4K.
  3. Press the `REQUEST RENDERINGS´ button. A dialog will appear with the total number of requested renderings for final confirmation.
  4. Press START RENDERING.

As soon as your renderings are ready, you will receive an email with a download link.

Render variations of a product

The above description is used to render an existing product. If you want to request renderings of a product variation, there are two ways to do this.

The first way is to create a variation of the product in the Variations section and request the renderings as described above. The variation will then be saved as a new product and can be retrieved at any time.

The second option is to load a page with the configurator in the Renderings section of the desired product via the RENDER VARIATIONS button. Now configure the product according to your wishes, select the desired rendering parameters and start the renderings via RENDER VARIATIONS button. Again, a dialog will appear to confirm the request. In this way, no additional product is created.

NOTE: The RENDER VARIATIONS button will only become active once you have made a change to the existing product.

# Export a 3D model

NOTE: The features described below are not available in Level 1.

You can export your configurable product as a 3D file. To do so, navigate to the detailed view of the desired product and scroll to the 3D export section.

Select the desired file format and click the EXPORT button. The following file types are supported: Blend, glb, abc, dxf, fbx, dae, x3d, ply, stl, usd, usdz and obj. Once the export is ready, you will receive an email with a download link.

If you want to export the product again in another format, simply click the START NEW EXPORT button and start from the top.

# Organize product structure

If you have many products, it becomes necessary to structure them to keep track of them. The Rubens interface offers you several ways to organize and structure your products.

NOTE: The features described below are not available in Level 1.

1. Sort products

The easiest way to organize your product list is by sorting it. When creating a product, you can set a numeric value in the Sort field under the section Product details. If you do not set a value, it will default to 0. For existing products, you can set the value in the Products overview list. Move your cursor over the value of the Sort order column in the row of the respective product. Click on the value or the appeared pencil icon, enter an integer and press Enter or click outside the input field to save the new value.

The rows will not automatically re-sort unless you have sorted the table by Sort order. To do so, click on the Sort order column name.

2. Catalogs

The creation of catalogs and assigning products to them is another way to add a structure to your data.

Click on Catalog management on the dashboard to get to the overview list of your catalogs. The overview can be displayed in a List view or a Thumbnail view. To change the view, click on the icon in the upper right corner of the overview, next to the search textfield.

To find a catalog, you can search for the Name of a catalog or the Roomle internal catalog ID in the search textfield. The search is case-insensitive.

To create a new catalog,

  • click on the red plus button inside the Catalogs overview.
  • Under General, set a Catalog name and a Roomle internal catalog ID. You can also check the Auto generated ID checkbox, then the Roomle internal catalog ID will be automatically generated. The ID is not editable once the catalog was created. If you want to, you can also set a Catalog description.
  • Check the Available for public checkbox, if you want the catalog to be accessible for any user of the Roomle Admin, not only you.
  • Check the Hidden checkbox <!--- Check the Free checkbox if you want this catalog to be available for free in the room planner.
  • Check the Publicly Orderable checkbox, if you want -->

Under the General tab within a catalog, you can handle different metainformation, like Catalog images and Categories.

You can define three different images for a catalog:

  • the Catalog cover,
  • the Brand logo and
  • the Feature image.

If you want to delete the uploaded image, simply click on the trash can icon beneath it. Click SAVE to save your changes.

3. Categories

To further subdivide products within a catalog there are Categories. The first category is created automatically and corresponds to the catalog, which is also reflected by the name.

To add a sub-category, click on the respective category you want to subordinate it to. Click on New category, insert the name of your new sub-category in the appeared textfield and press Enter or click the ADD button. It is not possible to delete a category, once it is created. The name of a category is globally unique.

You do not need to save these changes again.

# Materials and Textures

In the Materials list, you can see all the materials of one catalog. To see the list, go to Catalog management, select a catalog and click on Materials. The overview can be displayed in a List view or a Thumbnail view. To change the view, click on the icon in the upper right corner of the overview, next to the search textfield.

To find a material, you can search for the Name or the External identifier of a material in the search textfield. The search is case-insensitive.

NOTE: Materials management is not available for Level 1.

# Create, import or remove a material

Create a material

To create a new material manually,

  • click on the red plus button inside the overview.
  • Under General, set a Name and an External identifier. You can also check the Auto generated ID checkbox, then the External identifier will be automatically generated. If you want to, you can also set a Description.
  • The material is active by default. Uncheck the Material is active checkbox to hide it in embedded configurators. You can change this setting at any time.
  • Click the red plus button to assign different Categories to your material to group the materials inside a configurator.
  • Set the parameters in Material shadings as described in Managing existing materials.
  • In order to quickly identify a material you are looking for, it is helpful to set a thumbnail in the Assets section. This image will be shown in the Materials overview list.

Import materials

To import a list of materials, see the following links

Remove a material

If you do not need the material anymore, navigate to the material's details page. Scroll down to the Archive section and click ARCHIVE MATERIAL. The material still remains in our cloud to maintain connections.

If you are not sure if you need the material again later, it is possible to just uncheck the Active/Inactive checkbox in the General section at the top of the page. Therefore the material is deactivated and will not show up in configurators but it remains in the Rubens Admin Materials list and can be maintained.

However, if you do not want it to be shown in configurators, you can archive it.

To deactivate a material

  • select the material that you want to deactivate.
  • In the General section, uncheck the Material is active checkbox.

# Manage existing materials

Set material shading parameters

The Material shadings section is divided into two parts. On the left part, you can see how the material looks like on an object. On the right part, you can define the settings of the material. The following parameters can be changed:

  • Base color: The base color of the material in HEX color code. Click on the colored field on the left to pick a color or enter a value directly into the textfield.
  • Material is double-sided: Check this checkbox if you want your material to be applied to both sides of an object.
  • Alpha: Defines the opacity of the material. 0.0 is completely invisible, while 1.0 completely opaque.
  • Transmission: If an object is transmissive, its basecolor is used as transmissive color. 0.0 is fully opaque (the default) and 1.0 is completely transmissive.
  • Index of refraction: Controlling the angle in which light is refracted when entering/leaving.
  • Roughness: The value has to be between 0.0 (perfectly smooth) and 1.0 (completely matte/dull).
  • Metallic: A physical material is always either metal (1.0) or non-metal (0.0) (conductor or dielectric).

For a more detailed definition of the parameters, see Material Json.

You can see the changes in your Material shadings settings immediately on the left sided object. To have a better understanding of how the material looks like on different surfaces, you can choose between

  • a Cube,
  • a Sphere,
  • a Vertical plane and
  • a Horizontal plane.

The defined parameters will be automatically written and shown into the Shading textbox. This textbox is read-only.

Add a texture

A texture map is an image applied (mapped) to the surface of a 3D object. This may be a .jpg or .png file.

To add a texture to a material

  • navigate to an already created material.
  • Click the red plus button in the Textures section and select your favored Mapping. There are four different possibilities:
    • RGB: Base color
    • RGBA: Base color with alpha channel
    • XYZ: Normal map
    • ORM: Occlusion, Roughness and Metallic channels in a combined map. For further information about the mapping types, see Texture mapping.
  • Set the Width in mm and Height in mm and define therefore the dimensions on which the image should be mapped.
  • Click SAVE.

Set texture parameters

To change already existing textures within a material, navigate to the Textures section within the material. Select the texture you want to change and click on the row to open the texture definition. Change the parameters you want or click the X in the right upper corner to close the texture definition again.

Delete a texture

If you do not need the texture anymore, navigate to the Textures section of the material. Move the cursor to the texture, you want to delete and click on the trash can icon that appears. The texture will be permanently deleted and a dialog opens to confirm the action. Click DELETE to confirm or CANCEL if you want to keep the texture.

# User administration

# Invite a new user

NOTE: Multiple users are not supported in Level 1.

If you want to add a new user to your tenent, navigate to User management on the dashboard. Click on the red plus button in the Users list. Enter the Email address of the user you want to invite. Assign the desired Roles by clicking on the red plus and selecting the respective role. You can assign as many roles as you like.

To send the invitation, click on SAVE. The user will now automatically receive an email in which he must confirm his address to create his account.

# User settings

Manage your personal settings like name, email address and password. When you are logged in, there is an avatar icon in the top right corner. Click on the icon, then on your email address to open the user settings of your account.

Edit personal data

Under User profile, enter First name and Last name and click SAVE to save your changes. DISCARD will reset your changes.

In this section you can also find the information when your account was registered and when you logged in the last time.

Change email address

Under Change email address, enter the new email address and your password and click CHANGE. You will receive an email when the email address was successfully changed.

Change password

Under Change password, you have to enter the Old password and New password and click SAVE PASSWORD.