Catalogs and access

A supplier can sell thousands of products. A catalog is a shorter list of them that your team shops from, such as the supplies for one room or one specialty. Account admins create and manage catalogs, and decide who can use each one.

#Open Manage Catalog

1. Press Account Settings at the foot of the sidebar and choose Suppliers.
2. Press the supplier's row.
3. Open the Manage Catalog tab.

From the Catalog, admins can also open the catalog menu beside the search and choose Manage catalogs.

#Full Catalog and your catalogs

Full Catalog comes first, tagged DEFAULT. It is everything the supplier sells. It has View instead of a menu, and it cannot be switched off or deleted.

Below it are the catalogs your account made, each with its Items, its access (Everyone or Restricted), who created it, and an Active switch. Search catalogs finds one by name.

A catalog you switch off fades in the list and is no longer offered in the Catalog. Its products and settings are kept, and the switch brings it back.

#Create a catalog

1. Press New Catalog.
2. Enter a NAME and, if you like, a DESCRIPTION.
3. Under WHO CAN ACCESS IT, choose who can use it. Everyone includes all users at every location, even people added later. Restricted asks you to pick the people and locations.
4. Press Create Catalog.

The new catalog starts empty. Two catalogs of the same supplier cannot share a name.

#Add and remove products

1. In the catalog's menu, choose View items to open its page.
2. Press Add Products. The supplier's full catalog opens.
3. Search, tick the products you want and press the add button, which counts the items you ticked. Products the catalog already has are skipped.
4. To take a product out, press the bin at the start of its row. It stays in the supplier's full catalog.

Search this catalog finds a product by name or number within the catalog. The pencil beside the catalog's name renames it in place.

On the Full Catalog page, nothing is added or removed, but Create Product adds a product of your own, and Fork starts a new catalog from the whole list.

#The catalog menu

The three dots on a catalog hold:

• View items opens the catalog's page.
• Rename changes its name and description.
• Manage access chooses who may use it.
• Fork catalog makes a new catalog from it.
• Delete catalog removes it for everyone it was shared with. The products stay with the supplier.

#Fork a catalog

Fork catalog asks for a name and a kind:

• Copy is a snapshot of today's items. It is fully independent from then on.
• Linked stays in step with the original and shows the tag LINKED FORK. Its mirrored items can only be changed in the original. The original cannot be deleted while a linked fork depends on it.

Use a linked fork when several teams need the same core list and you want one place to keep it up to date.

#Decide who can use a catalog

Manage access has an Everyone in your account switch. Turn it off to choose People and Locations. A person can see the catalog everywhere or only at the locations on their row, and anyone working under a granted location sees it too. A restricted catalog shows the tag RESTRICTED.

#Shop from a catalog

In the Catalog, the catalog menu beside the search narrows the list to one of the supplier's catalogs. Full Catalog comes first, then every active catalog you can use. Pick Full Catalog again to see everything. The choice resets when you change supplier, because a catalog belongs to one supplier.

#Related

• Browse the catalog
• Supplier settings
• Custom products
• Roles and permissions