Changing the Tenant Structure

Learn how to change the tenent structure.

Changing Tenants

You can transfer records and catalog values from one tenant to another by changing the tenant numbers in the record or value:

  • Records can be transferred manually in the Aurea CRM info area (see Update Level) or by exporting and importing.
    Note: Only the administrator can change the <xx>-TenNo field in individual info areas. Other users can add new values, but cannot change existing entries.
  • Catalog values can be transferred individually in the Catalog info area (see Editing Variable Catalogs) or by exporting and importing.
    Note: Use the Maintenance module to maintain catalog values and determine which catalog values are shared by all tenants.

You can merge data assigned to several tenants in the following ways:

  • Define a tenant as an additional tenant of another. The tenant structure is retained for existing data.
  • Companies and persons added separately for both tenants can be merged selecting Edit > Merge Company/Person from the menu in the main module, see Managing Companies and Persons in the Aurea CRM win User Manual.

Changing Additional Tenants

If you change the tenant access rights defined for a rep or tenant, you also need to update the additional tenants.

Note: Whenever you allow a rep or tenant to access the data of another tenant, you should also allow access to the data of all that tenant's additional tenants.

Keys

Keys are not tenant-dependent:

  • If a user can access data assigned to several tenants, the key is always unique for each record, irrespective of the number of tenants.
  • If the data allocated to a tenant is changed (e.g. allocated to another tenant, merged, separation of tenants), this does not change the (primary) key.

This should be taken into account for the following types of keys:

  • Serial numbers (e.g. company, person, order etc.): the only visible effect for the user is that serial numbers are not necessarily assigned continuously. However, since the purpose of serial numbers is simply to identify records uniquely, this should not be a problem.
  • Keys which contain catalogs (external company key, questionnaire etc.): by separating the relevant catalogs, tenants can assign keys independently of one another.
  • Assignable keys (item / product master etc.): If these areas are separated by tenant, you should ensure that the various tenants' keys are different, e.g. by automatically assigning item numbers using a trigger for each tenant.

Communication

The <xx>-TenNo field is not part of the key, so it is not used for match-up purposes during communication. If companies which differ only by tenant number exist on different stations and you match up companies by name and address during communication, these companies are merged during communication. This cannot happen if you match up records during communication using the primary key (FI_StaNo + FI_SerNo), as recommended by Aurea, see Match-up in the Aurea CRM win Administrator Guide.

Note: In principle, all catalogs are available on the stations. To check which stations should receive which tenant's catalogs would be too complex and so no check is performed during communication. The catalogs data volume is low in comparison to the rest of the data, and should therefore be of no consequence.