Prerequisites: Watch the 14 min overview & demo video
This short video will give you an understanding of how Catalyst works and how the various elements work together to help you clean up, document and build your Org. Watch it if you haven't already done so.
Spaces and Orgs
Here is the important part.....
Each Salesforce Org is sync'd to a separate Elements "Salesforce Org Model" which is an explorer view of the linked Salesforce Org meta data. The SF Org model, the analytics, links to 3rd party knowledge and documentation notes/images are stored inside Elements Catalyst - within a "Space".
Multiple clients - 1 Elements Catalyst login; multiple Spaces
As a Consultant you would normally have 1 space per client. Your same login works across all spaces. You simply select the space you want to work in. Each space has it's own user management and licensing so clients (and your colleagues) can only see the information they are supposed to see. They can only access spaces they have been granted access to. Once there, they only have the rights they have been granted in that space.
A client Space can be connected to multiple Salesforce Orgs (Production & Sandbox). We organise those Salesforce Orgs into Salesforce Implementations, i.e. Production and derivative sandboxes. So a Space will have multiple Org Models.
You do NOT need to create a new Space for every Org.
A Salesforce Connection licence ($1000 per year) provides you with ability to connect 1 production Org and up to 5 sandboxes. If you have 1 Salesforce Instance - that's simple, 1 connection licence, 1 Pro space with at least 1 editor ($750 per year).
Let's say you wanted to connect 3 production Orgs, you would need 3 connection licences. You could connect and manage these 3 "implementations" and sync with the same Elements Space. Alternatively, you may have a reason to manage these in separate spaces. For example if they are for completely different operational divisions. In that case you might choose to create the connections to 2 or 3 spaces as appropriate. This depends on the situation. Contact us if you're unsure at firstname.lastname@example.org
Each space will have it's own processes, users, requirements, stories, feedback and resource and metadata table libraries. There would also need to be at least 1 editor licence per Pro space.
More flexibility as a Partner - Multi-Space Consulting License
As an Elements Catalyst Partner, you have the right to purchase "Multi-space consulting licenses". These are are $500 per year per named consultant user. They allow you to setup and maintain an unlimited number of Pro spaces at no additional cost to you or your clients. You also get a free 90 day connection licence for that space. This allows you to setup and use the power of Elements for Health-checks, Org Analytics and to assist with cleaning up the Org.
Do be aware that within 90 days either you or your client will need to pick up at least the cost of the connection licence ($1,000 per year) - to maintain the SF Org model and any knowledge, insights and internal notes, images, videos you have stored there. Partners have passed on the cost as part of their project. Some are running this as an ongoing managed service. In most cases, (cerntainly post-project - hence the 90 days free), the client wants to own the information going forward. In that case, the client picks up the cost - it is the central repository of knowledge about what has/is happening in their Salesforce Org after all. Our advice is to have that conversation with the client early in the 90 days. The value is a no brainer, but nobody likes a surprise, no matter how reasonable the cost!
Free Pro Demo Space & Connection licence for Partners
If you join our partner program you can also have access to a free PRO space with an active Salesforce connection licence for you to use as a demo space for your clients.
Multiple Orgs to a single or multiple Spaces
A picture... This shows how multiple Salesforce Orgs can be sync'd to Elements Spaces.
Set up Org Model sync
Create a Space for your client.
- Log into Elements using your email address e.g. email@example.com
- Navigate to the Elements Catalyst Spaces page.
- Create a new Space (Blue "NEW SPACE" button in top bar)
- Invite your colleagues and clients to the Space (or do this later) using the Invite to Space button in the right panel.
Connect client's Org to the Space (you repeat this for every Org you connect to a Space):
- Install the Managed Package into the client's Salesforce Org
- Connect to the client's Salesforce Org
The video below steps you through how to set this up. It takes only a couple of minutes, and then you kick off the sync. This takes between 10 mins (a Dev Org) and 3 hours (a monster Org). When sync has finished, you will get an email and link to open the Org Model. Yay!! (10 mins for a Dev Org).
Note : The user (email address) in Elements Catalyst needs to be the space admin - but doesn't have to be the same email address as that underlying the Salesforce username with the Admin credentials in Salesforce.
This means you can setup the sync to your client's Org (production or full sandbox ideal for analytics) - as long as you have (any) credentials with Admin rights in salesforce to enter at the appropriate point in the managed package setup to authenticate Elements use of the Salesforce Metadata APIs and connect. When putting in the Space Admin credentials for the managed package to connect from Salesforce into Elements - you can put the Elements email/password combination that has Space admin rights in Elements.
The full collection of articles about setting up your Salesforce Org model, troubleshooting and managing complex environments is available here.
Contact us at firstname.lastname@example.org or with the chat icon (bottom right) - if you have further questions or would like to setup a session to discuss your needs/use cases.