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Team

What is the cobby team feature?​

The cobby team feature is a useful feature that is included by default in the cobby Team package or Enterprise package.

It allows any number of users to work simultaneously without getting in each other's way.

  • max. number of users depends on the cobby package: For example, if you make full use of the Team package and have created five users, all five can work with cobby at the same time. The same applies to the Enterprise package.
  • no matter who works where and when with cobby
  • the only requirement: the cobby add-on must be installed on the user's computer.

Why is it useful?​

With the help of the cobby team function, working in a team is not only made possible, but also simplified. Here are basic advantages with which cobby facilitates the work process.

Simultaneous work​

Several people can work simultaneously. No one overwrites the data of colleagues.

Exception: Employee A and Employee B are working on the same attribute and the same product. In this case, the one who saves last overwrites the changes of the other.

Global data storage​

The templates are global and anyone can access them.

Direct display of changes​

The red product status informs about changes of other employees at any time. Using Show changes you can see exactly what changes have been made to which product and attribute. Via the button Load products you can cancel the red product status. However, your own changes within the workbook that have not yet been saved will remain and will continue to retain the yellow product status.

Assignment of tasks​

Tasks can be assigned, processing status of a product can be recorded and the workspace of employees can be narrowed down using multiselect attributes, templates and the cobby filter. We recommend our customers to create three internal attributes:

  • “responsible person”: This has the advantage that the employee can load only his work area with the help of the cobby filter (clarity). In the same way, the responsibility for individual fields of activity is recorded, so that they can be contacted in case of inquiries.
  • “workflow attribute”: This multiselectattribute contains, for example, the selection options "online, in process, ready for review, live" and thus shows everyone the status of a product. The respective employee has the task to keep it up to date.
  • “comment field”: This can be used to document problems, instructions or similar.

Documentation​

Document the procedure for recurring work steps (which filter/which template has to be loaded, etc.) and keep them in a central place (accessible to every employee). Every employee who can read and follow instructions can then complete each task in cobby, so that employee absences due to illness do not lead to excessive stops in product maintenance.

Working with the team function​

How to: Create and edit members in the workspace in the portal​

If you have subscribed to the cobby Team package, for example, there is the possibility to add up to five members in a workspace.

To do this, proceed as follows:

1. Log into the cobby portal

First, log into the portal at app.cobby.io.

2. Menu: Settings → Users

Since your workspace is already selected and displayed in the top left menu under the cobby logo, click on the Settings menu item and then on the Users field.

3. Enter email address

Here you will see a window with an input field. Enter the email address of the respective team member and select "Add".

❗ If an error occurs, it will be displayed in red. For example, it may be that the team member must first register with cobby or the user has already been assigned.

4. If everything worked, then the mail address of the team member will be listed below.

5. Optional: Remove team member

As easy as you have added team members, as easy you can remove them again. To do this, click on the trash can to the right of the mail address and confirm by clicking on "Remove".

How to: Switch user rights from member to owner and vice versa​

Sometimes you have to adjust someone's user rights in order for them to have access to certain areas in the cobby portal such as Settings. If you would like to do so, proceed as follows:

  1. Log in to the cobby portal and go to "Settings".
  2. Click on "Users" and then scroll to "Ownership".
  3. Choose the respective user from the drop-down menu. Please note that the user has to be already listed under "Manage users". Otherwise the user's email address will not be visible.

FAQ​

What happens when multiple users change the same product at the same time?​

Example

A product is edited by two different employees at the same time. Employee 1 and employee 2 edit two different attributes of the same product.

  • Employee 1 is editing attribute A for the product and his/her product status is yellow. Employee 2 edits attribute B for the same product at the same time, so his/her product status is also yellow.
  • Employee 1 clicks on "Save products". cobby transmits the SKU, the ID and the changed value of attribute A to Magento.
  • As a result, the product status for employee 1 changes from yellow to green, as the stored data in Magento now matches that in the Excel workbook.
  • However, employee 2 now does not receive a red product status (→ information that an employee has made changes so that his/her data in Excel does not match the data in Magento) because his/her product status was already yellow.

💡 Please note: SKUs that already have a yellow status do not turn red when a change is committed from Magento.

  • Employee 2 clicks on "Save products". cobby transmits the SKU, the ID and the changed value of attribute B to Magento.
  • As a result, both employee 2 and employee 1 receive a red product status, since the changes made by employee 1 and employee 2 respectively are missing from their workbooks. Both employees now click on "Load products" to cancel the red product status and subsequently both receive a green product status.

💡 Note: By clicking on "Load products" only the currently missing/currently red status in the respective workbook will be updated/cancelled.

Result: Neither of them interfered with the other's work. Only changed attribute values of cobby for the affected SKUs were transferred. Both changes are successfully processed and saved.

❗ Problem case: However, if you save the workbook locally with existing yellow product statuses (→ unsaved product changes) and then recreate the cobby index, you have a problem. During the index reconstruction, internal IDs and product versions change, so the data in your locally saved workbook no longer matches the data in cobby and Magento. Because of this, saving the locally saved product changes and thus resolving the yellow product statuses is not possible.

Can I book the team function as a feature?​

The team feature is tied to the cobby Team or Enterprise package, which allows up to five (Team) or unlimited (Enterprise) users to work with cobby.

For example, if you have chosen the Starter package, only one user is allowed to use cobby. To get the team feature, you can change your subscription at any time and switch from the Starter to the Team package.