Rubens Knowledge Base

Before we build, we listen. Our first priority is to fully understand your specific business needs and the underlying logic of your products. We hold a collaborative workshop to analyze your briefing documents, including product functionality and reference materials.

What to do: Define your product logic, configuration paths, and rules during our collaborative analysis of your briefing documents. We will establish a clear technical and functional concept to align on the user experience before the full realization phase begins.

What to think of: What are the most critical product options for your customers? How do we simplify complex technical rules into an intuitive user interface?

Resources needed: Product Manager, Sales/Marketing and/or a Data Analyst to provide technical insights.

Once the scope is defined, you provide the foundation for your configurator. Roomle utilizes your digital references – such as technical drawings, high-resolution photos, or existing 3D files – to create a high-end visualization of your products. Depending on your internal capabilities, we follow one of two paths:

What to do:

• Verify your assets: Use the Roomle Content Analyzer to ensure your 3D files meet the necessary technical standards.
• Deliver visual data: Provide web-ready 3D files (.glb or .fbx).
• Supply digital textures: Provide textures in .jpeg format, including maps for BaseColor, Metallic, Roughness, and Normal Maps.
• Finalize commercial data: If not already defined in the concept phase, provide the full list of SKUs (Article Numbers), parts calculations, and reference part lists for your configuration options.

What to think of: Your data can be sourced directly from your existing ERP, PIM, XLS or digital catalogs. Accurate commercial data at this stage ensures that the configurator's output is ready for error-free ordering and manufacturing.

Resources needed: Project Manager / Product Manager, 3D Expert (if providing your own assets).

Supporting Knowledge:
3D Data Requirements & Best Practices
Material & Texture Requirements

This stage is about defining the digital interaction between your audience and your product. Whether your configurator serves as an e-commerce engine, a B2B lead generator, or a specialized sales tool, we focus on making the selection process intuitive and goal-oriented. A well-planned experience acts as a silent guide, turning product complexity into a seamless digital flow.

What to do:

• Map out the ideal customer flow from the initial point of discovery to the final conversion point.
• Define the scope of UI customization , including your corporate fonts, colors, and custom button styles to ensure the configurator feels like a native part of your brand.
• Initiate integration planning: identify the internal or agency resources (web developers) needed for the technical implementation and define how the configurator will talk to your target systems (e.g., pricing interfaces or ERP/CRM).
• Establish your language management strategy early on to define which global markets you need to serve.
• Define your analytics strategy: Decide which user actions are critical to measure your success and how configurator analytics should be integrated into your tools.

If you want to ensure your setup is truly high-converting, we offer optional consulting services to support you with user journey and UI strategy.

What to think of:

• User Intent & Entry Points: Consider how users are brought into the experience – whether they are clicking through from a specific product detail page (PDP), exploring an inspirational gallery, or arriving via a marketing landing page. Each entry point requires a strategy to ensure the configurator is pre-loaded with the context the user expects.
• Foundation for Success: Deciding if and how to use Roomle features – such as pre-configurations/variants, tooltips and tutorial videos – at this early stage is essential; this early planning ensures these tools are deeply integrated into the logic and UI rather than added as an afterthought.
• Technical Readiness: Early planning for the technical integration (Embedding API) avoids bottlenecks during the implementation phase
• Language Management: Defining your language needs now ensures your UI is technically prepared for a global rollout.
• Analytics Requirements: Think about what data you need to prove ROI. If you want to track which configurations lead to the most sales, your technical team needs to implement specific tracking events during the integration phase.

Resources needed: Project Manager, Marketing, Sales and/or E-Commerce, UX/UI Designer (client-side or agency).

Supporting Knowledge:
Planning Your User Journey
Best Practice: E-Commerce Integration
Best Practice: Customized UI Integration
Best Practice: B2B Lead Generation
Integration Overview
Customization Overview
Managing Pre-configurations & Variants
Enhancing UX with Tooltips
Custom Tutorial Videos & Helpcenter
Configurator Language Management
Overview Analytics & Performance
Rubens Event Tracking
Analytics & Reporting Guide

While you are busy planning the user journey and integration in Step 3, our team focuses on the technical realization of your project. In this parallel phase, we transform the product logic defined in Step 1 and the assets provided in Step 2 into a fully functional digital experience.

What to do:

• Logic & Rule Setup: We implement all product options, combination rules, and technical constraints into the Roomle Rubens system to ensure every configuration is manufacturable.
• Visual Realization: Our team finalizes the 3D data and material setups within your Roomle client.
• Bill of Materials (BOM): We set up the logic for your part lists and BOM structure to ensure the output data is ready for error-free ordering and calculations.
• Testing Loop: You will receive a configurator version to test; we coordinate neccessary feedback rounds to gather your optimizations before final product approval.

What to think of: This phase is critical for ensuring that the digital configuration logic perfectly mirrors your physical product rules. We make sure that only valid, manufacturable combinations are possible and that the visual representation accurately meets your specific product needs and technical standards.

Resources needed: Project Manager (for coordination and feedback), Product Expert (to verify logic and rules).

Integration can begin as soon as the first test version (MVP) is provided. Since the integration links and technical parameters remain consistent once established, your development team does not have to wait for every final product detail or material refinement to be finished before starting their work.

What to do:

• Your development team or agency embeds the configurator using the Roomle Embedding API to place it on your desired web pages.
• Ensure that customization and localization (as defined in planning) are correctly set up using the API and/or tenant settings in Rubens Admin.
• Verify that configured data – like part lists and prices – is correctly passed to your checkout , CRM, or ERP systems.
• If you aren't using a direct e-commerce integration , implement lead contact forms to capture detailed configuration data and turn your users into high-quality sales leads.
• Implement tracking events to ensure data begins flowing immediately upon launch.

Start the technical setup early to ensure the connection between the configurator and your shop logic is seamless by the time the product data is finalized.

What to think of:

• User Flow Execution: Ensure the technical implementation mirrors the user journey defined in the planning phase, providing a seamless transition from entry points like product pages or inspirational content directly into the configuration.
• Pricing Logic: If pricing is shown to the end user, the calculation logic is implemented within your webshop or target system based on the configurator's part list (BOM). This allows you to handle special requirements, such as displaying prices only for logged-in users or applying country-specific price lists to match your international sales strategy.
• Cart, Checkout & Lead Logic: Define how the configurator's output – the Bill of Materials (BOM) – is handled once the configuration is complete. For e-commerce, decide if you need to group individual configuration parts into a single cart bundle while maintaining a detailed breakdown for your backend fulfillment. For lead-focused strategies, implement lead generation forms that capture the full configuration details, ensuring a seamless progress from digital product interaction to a high-quality sales lead.
• Target System Integration: Plan how commercial order data and SKUs are transferred to your target systems (ERP/CRM) to enable fully automated order processing.
• Analytics Implementation: Verify that the technical tracking "hooks" are firing correctly in your analytics environment. Ensuring data integrity at this stage is crucial so you can accurately measure conversion rates and user behavior from the moment you go live.

Resources needed: Project Manager and/or Technical Integration Expert, Web Developer (internal or agency).

Supporting Knowledge:
Integration Overview
Technical Integration Documentation
Price Calculation with Parts List
onRequestProduct Callback
Customization Overview
Rubens Event Tracking

This is the "grand finale." We move from the integrated test environment to a fully polished, live solution. This stage involves rigorous quality assurance to ensure that every rule, translation, and visual detail is perfect before your customers see it.

Final Testing & Feedback Implementation: Conduct a thorough review of the integrated configurator, gathering final internal feedback to perform any last optimizations.

Translation Upload: Finalize and upload the translation files for all required languages to ensure a global-ready interface.

Feature Activation: Perform the final setup for user-engagement features like tooltips, tutorial videos, and pre-configurations.

Product Approval: Give the formal "green light" through final product acceptance.

Launch Timing: Coordinate with your marketing, ecommerce and/or sales team to ensure the "Go-Live" coincides with your promotional activities.

We’re ready whenever you are! If we haven't crossed paths yet, reach out to us to discuss your project. We’re excited to dive into your product logic and help you build a configurator that turns "just browsing" into "just bought." Let's get to work!

Contact us at: service@roomle.com