# Catalogs

Catalogs are used in Rubens Admin to organize data. Products, components, meshes and materials are assigned to a catalog.

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 Grid view. 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.

# Create or archive a catalog

# Create a catalog

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 to allow any user of the Rubens Configurator to view the products of this catalog. To make the catalog available in the Roomle iOS App or Floorplanner (Web), users must be given explicit permission:

    • The catalog can be assigned directly to a user.
    • As an alternative a catalog can be made visible via the tenant. The user needs the rights in the tenant to see catalogs which are not public. Both of this permissions can currently only be given by the Roomle support team. In Rubens Admin a catalog is only visible to the owner of a catalog.
  • Check the Hidden checkbox if you do not want to display the catalog and the contained products temporarily or for a longer period of time. Embedded configurators will then no longer display the product.

  • Check the Free checkbox to provide the catalog to all users for free. If you deselect this, only users who purchased the catalog have access to it. This feature is rarely used at the moment so we recommend to activate Free, otherwise embedded configurators will not display the product.

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

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.

# Archive a catalog

If you do not need a catalog anymore, you can remove it from the catalog list. Hover over the catalog you want to remove and click on the trash icon.

Alternatively you can archive it on the catalogs's details page. Click on the red trash can icon in the upper right corner. The catalog still remains in our cloud to maintain connections.

If you are not sure if you need the catalog again later, it is possible to just check the Hidden checkbox in the General section at the top of the page. Therefore the catalog is hidden in configurators but it remains in the Rubens Admin Catalogs list and can be maintained.

# Catalogs filtering

On the left side of the Catalogs page you can see a filter section with the following controls:

  1. Search field: You can enter text into this field to search for catalogs with an id or label.

  2. Visibility: Show only catalogs in the list which match the hidden status. Valid values are: All, Visible catalogs, Non-visible catalogs

  3. Status: Distinguish here between live and draft catalogs. Valid values are: All, Live, Draft

# Manage existing catalogs


You can translate and save the name and description of your catalogs in different languages. To do this, navigate to the details page of the catalog and select the appropriate language in the action bar on the left side above the navigation. Change the name and/or description and click SAVE.

# Tags

Within a catalog, tags can be used for products, materials and components to make them easier to find. Tags can be created in a catalog. The first tag is created automatically and corresponds to the catalog, which is also reflected by the name.

To add a sub-tag, click on the respective tag you want to subordinate it to. Click on New tag, insert the name of your new sub-tag in the appeared textfield and press Enter or click the ADD button.

The External identifier of a tag is globally unique.

To change the details of a tag, such as the Tag name and Description, click on the tag. The details appear below the Root Tags and can be edited there. Afterwards, do not forget to save the changes via the SAVE button.

If you want to change the order of the tags, you can use the Sort order, which can also be found in the details. Enter a number that should reflect the order of your tags. The Sort order is valid within one branch. So you can have the same numbers in two different branches without them affecting each other.

If you created a tag in the wrong branch, you can reassign it in the tree. To do this, select the tag you want to move. In the Attach as child tag field click the plus icon and select the corresponding parent tag. It is also possible to select multiple parents.

It is not possible to delete a tag, once it is created.

# Draft catalogs

On the draft copy of a catalog you can change content without compromising live data.

# Create a draft catalog

A draft catalog can be created manually by navigating to the catalog's details page. In the left column under the navigation you can see the Status of the catalog and thus whether it is a live catalog or already a draft.

In a live catalog click on CREATE DRAFT, this will open a dialog that contains two options for creating a draft.

  1. No data source means creating an empty draft catalog without importing any external data source. This will create an empty copy of the catalog and you will be directed there automatically. You can now start working on the draft copy of the catalog.

  2. IDM data file will create the new draft catalog automatically based on an IDM file. The IDM data format (Integriertes Datenmodell) is an XML schema format standardized by the Daten Competence Center (opens new window). Find more information about the file preparation here. After the import, you can adjust the imported data before merging it into the live catalog.

    • Depending on the schema type, select idmw or idmp in the Import section.
    • Upload the prepared ZIP file by drag and drop or with the CHOOSE FILE button.
    • When the data was uploaded successfully, you are redirected to the Catalogs overview. There is now a new draft catalog with the same ID as that of the live catalog, with a 'draft<x>' appended ('x' is a sequential number that is incremented when you import data more often). The draft catalog cannot be opened or deleted as long as the import process is not completed. This is indicated by the Processing icon in the catalog overview list.

Note: If you are not sure which format you need, you can look it up in the XML file. The main element T_NEW_CATALOG has an attribute FORMAT, which contains the corresponding information. This attribute is available from IDMP 3.0 and IDMW 2.0 and higher.

Note: The general settings of the live catalog will be copied to the draft catalog.

# Unlock the live catalog

After you create a draft copy of the live catalog there are two cases regarding editing the live catalog:

  • If the live catalog has only one draft copy, the live catalog will be locked until the draft is either published or deleted.
  • If the live catalog has more than one draft copy, the live catalog will be unlocked by default.

In the first case, if you want to manually unlock the live catalog for editing, you can simply click the unlock icon on the live catalog detail page next to the archive icon. After that, all changes must be merged manually.

# Publish a draft catalog

If the live catalog has one draft copy then you can automatically merge it into the live catalog. After you are done with your changes, choose the appropriate merge policy and click the Publish button.

If the live catalog has more than one draft copy you can't automatically publish it and your changes must be manually merged into the live catalog to prevent conflicts.

Note: Publishing is currently in beta stage so we are actively building and improving the feature.

# Delete a draft catalog

If you no longer need the draft copy and the data it contains, you can delete it. Therefore navigate to the Draft controls section in the details page of the draft catalog. This section is only visible in draft catalogs. Click on DELETE and confirm in the dialog to permanently delete this catalog and it's data. This cannot be undone.

# Import into draft catalog

If you want to change the current IDM data in an existing draft, you can reimport a new IDM file via doing the following:

  1. Select the draft catalog you want to reimport on.

  2. In the top menu bar click on the Import/Export button and scroll down to the Import data section.

  3. Select or drag&drop the IDM file and then select the merge policies you want. The file must be correctly formatted as ZIP.

  4. Click on the Import button, then you will navigate to the Catalogs overview page. You can not access the draft catalog until the import finish.

Note: The IDM file format must be like what it stated above the Choose file button. It's not possible to import IDM data in draft that was

# IDM in Rubens Admin

# Supported schema types

Currently the following schema types are supported:

A list of all the schemas and documentation can be found here (opens new window).

# Preparing the data

You need a ZIP file for the import. The ZIP file has to contain one IDM export file (XML) and the needed extension files (CSV, JSON):

- IDMexport.xml 
- translations.csv 
- parameter_<SeriesID>.csv 
- metacomponents_<SeriesID>.csv 
- catalogDefinition.json 

To make use of Roomle's wide range of UX functionalities, it is necessary to add information to the IDM export XML file, as those informations are not part of the IDM format. This additional information can be provided via extension files.