When you want to set up master data hierarchy, you need to first define a top level master data information code, and then the groups you want to work in.
Master data hierarchies in Business Central let you organise items into structured levels for use in a web shop or other external systems. You build the hierarchy by defining a top level master data information code, creating information values for each hierarchy, and then setting up the groups and levels beneath them.
You start in the master data information setup by selecting a top level master data group as a placeholder, then adding one information value per hierarchy you want to build. You define the levels manually, for example gender on level one, bike type on level two, and gears on level three.
Once the structure is in place, the system can suggest master data relations and build the item relations automatically. The suggest function only works when the relations table is empty, so you use it to generate the initial structure and then maintain it manually.
You clean up the hierarchy by removing empty master data relations that contain no items. If you select one record and confirm, the system removes all empty relations across the full hierarchy in one action. The result is a hierarchy that only contains levels with actual items, ready to export.
Setting up the top level and information values
To build a master data hierarchy, you first define a top level master data information code, and then the groups you want to work in. In the master data information setup there is a field called master data group top level. This is a placeholder for the top level you define. Think of it as an empty level of master data.
If you have three web shops in your scenario, you add three web shops here. You select an information code, or create one, and name it whatever fits your case, for example a web shop code. You then create one information value per hierarchy you want to build. If you want two hierarchies, you create two information values. If you want ten, you create ten.
When you open the master data information hierarchy afterwards, it automatically displays the information values from your setup. At this stage there are no item relations yet, because you have not suggested any.
Defining groups and hierarchy levels
From the setup you enter the master data groups. Groups are set up manually. On your first level you define the information value, for example the web shop on level zero. When you look up the information value, only the values you have set up as a group appear here. So even if you defined ten values, any value you did not set up as a group will not show.
You can create a new group, for example a bike shop, and then drill down to define the next level beneath the top level. The levels follow a direct order. On the bike shop you might set gender on level one, bike type on level two, and gears on level three. This defines the different levels in the hierarchy.
Suggesting master data relations and building item relations
After defining the levels, your setup is essentially done. You then have two related parts: the master data relations, which hold the structure built on the information values, and the master data item relations, which hold the item structure that completes the hierarchy. Both are built automatically.
When you open the master data relation, you can use the suggest master data relation function. This is only possible when the table is empty, so it only works at the beginning. If a record was created automatically, delete it first, then run the suggest function. The result is a structure showing that beneath the web shop you have gender, and beneath gender you have different city bikes, and so on.
When you refresh the hierarchy after suggesting the relations, the structure appears. On level one you see children, female, male, and so on. At this point no item relations exist yet, so refreshing the hierarchy with items shows nothing. You need to update the item relations, which are built on the structure you created.
You can refresh both the master data relation and the item relation as many times as you want, and you can recreate the full hierarchy. After refreshing the item relations, the hierarchy fills with items. For example, a male city bike with a specific gear set might contain three different items. These item entities are stored automatically in the master data item relations and refer back to your hierarchy by item number.
Removing empty relations to clean up the hierarchy
You can remove parts of the hierarchy manually. If you want to remove a single specification from the hierarchy, you select it and remove it. You can repeat this for as many specifications as you want.
You can also remove all specifications that contain no items. In a section where, for example, several entries under a male city bike carry no items, you select a group of records using multiple select and choose to remove empty master data relations. The system removes only the empty relations within your selection. If a level still contains data, it stays; the others collapse or disappear.
When you select more than one record, the action only removes empty relations within your selection. If you select just one record, the system asks whether you want to handle all master data relations across the full hierarchy. The help text on the remove function explains this: if you select only one record, it asks whether you want to remove from the full hierarchy. Confirming this can clean up a large number of relations at once. In one example this removed 158 relations in a single step.
After cleaning up, you are left with a hierarchy that only contains levels with actual items. This is the data you can export easily to your web shop or wherever you want to use it.
Ongoing maintenance of the hierarchy
Building the hierarchy this way is quick. From there you maintain it manually. You can add to the hierarchy by hand, and in the master data relations you can update a single relation description or update all master data relation descriptions at once. You can also remove master data relations from here. After the initial build, maintaining the hierarchy is a manual process unless you choose to recreate it from scratch.
Q&A
How do I start building a master data hierarchy in Business Central?
You first define a top level master data information code in the master data information setup, using the master data group top level field as a placeholder. Then you create one information value per hierarchy you want to build, and define the groups and levels beneath them.
Why does the suggest master data relation function only work sometimes?
The suggest master data relation function is only available when the relations table is empty. It is meant to generate the initial structure. If a record was created automatically, you need to delete it before you can run the suggest function.
How do I remove all empty levels from the hierarchy at once?
Select a single record and choose to remove empty master data relations. The system asks whether you want to handle all master data relations across the full hierarchy. Confirming removes every empty relation in one action. If you select more than one record, it only removes empty relations within your selection.
Why do my information values not appear when I look them up?
Only information values that you have set up as a group appear in the lookup. If you defined a value but did not set it up as a group, it will not show. You set up groups manually on the relevant level.
How are item relations created in the hierarchy?
Item relations are built automatically on the structure you defined. After suggesting the master data relations, you update the item relations and refresh the hierarchy with items. The item entities are then stored automatically in the master data item relations and refer back to the hierarchy by item number.
Is maintaining the hierarchy automatic or manual?
The initial build can be done automatically by suggesting relations and updating item relations. After that, ongoing maintenance is manual. You can add to the hierarchy, update relation descriptions individually or all at once, and remove relations by hand.