Sugar's Product Catalog and its supporting modules allow you to define, categorize, and organize a list of all products or services that your organization sells or supports. Products within the Product Catalog can be broadly classified into product types, such as Software and Hardware. Each product type can be further organized into several product categories. For example, the software product type can contain product categories such as Spreadsheets and Word Processors. You can also create sub-categories within a category. Users can define the details of their products within the following products-related modules:
List of products sold by your organization
|Product Categories||The categories by which products are organized in the Product Catalog|
|Product Types||The Type dropdown list in the Product Catalog|
|Manufacturers||The Manufacturer Name dropdown list in the Product Catalog|
This documentation will cover information and actions specific to the above modules. For instructions concerning views and actions which are common across most Sugar modules, such as creating, editing, and deleting records, please refer to the Working With Records section of this page.
Please note that you will only be able to see product-related records as allowed by your license type, team membership, assigned roles, and user access type. For more information, please refer to the referenced documentation in the Administration Guide.
Sugar's Product Catalog module contains a list of all products or services that your organization sells or supports. This module houses essential product information that can be leveraged by Sugar Sell users in sales-specific modules and provides the Purchased Line Items module with the template used when creating products to be used for Purchases including pricing and cost information and information about the manufacturer. The Product Catalog may also provide a list of products available for selection in the Cases, Bugs, and Knowledge Base modules if your administrator has enabled the functionality in Studio by adding a custom relate field to a supported Sugar Serve module (i.e., Bugs, Cases, or Knowledge Base). For more information on setting up a Product Catalog field for bugs, cases, or knowledge base articles, please refer to the Creating a Relate Field article.
Note: Depending on your license type, you may not have access to all modules (e.g. Sugar Sell users will not have access to Cases or Bugs). For more information on license types and the functionality available for each, refer to the User Management documentation.
Product Catalog Fields
The Product Catalog contains a number of stock fields that come out-of-the-box with Sugar. For information on using and editing various field types, refer to the User Interface documentation. The definitions below are suggested meanings for the fields, but the fields can be leveraged differently to best meet your organization's needs. Fields can be altered, added, or removed via Admin > Studio. For more information on configuring fields, please refer to the Studio documentation in the Administration Guide.
|Availability||Select if the item is in stock or not from the dropdown list|
|Category Name||The product category to which the new item belongs|
|Cost||The actual cost of the item. This will not appear on printed quotes|
|Currency||The currency of the given prices (Cost, List, Unit)|
|Date Available||Select the date of availability if the item is out of stock|
|Date Created||The date the product catalog record was created|
|Date Modified||The date the product catalog record was last modified|
|Date-Cost-Price||The starting date that the cost is valid|
|Default Pricing Formula||
Select a formula from the dropdown list to arrive at the discount price for the Unit Price field. The formulas are as follows:
|Description||A description or other information about the product|
|Integration Sync ID||The sync key field used by external integrations to identify Sugar records in the external application. See the Integrate REST API endpoints in the Developer Guide for more details on how to use this field.|
|List Price||The quotable list price of the product|
|Lock Duration1||Available when the Service field is set to yes. When checked, the Service Duration field value cannot be changed by a user via a line item record (e.g. revenue line item).|
|Manufacturer Name||The manufacturer of the product|
|Part Number||The manufacturer's part number for the product|
|Product Name||The name of the product|
|Product Type||The specified product type|
|Product URL||The web address of the product if it is available online|
|Quantity in Stock||
Enter the number of units that are in stock of the product
Note: Negative values are supported in this field.
|Renewable1||Activated when the Service field is set to yes, select whether or not the service offered can be renewed for additional time periods. When "Renewable" equals yes, it will trigger the renewal pipeline automation feature for Sugar Sell users.|
|Service1||Designate this product catalog record as a service. Enabling the Service field will make the Service Duration (required) and Renewable fields available.|
|Service Duration1||Required when the Service field is set to yes, set the period of time that this service covers. When the Renewable field is also set to yes, the Service Duration will determine the expected close date for future service opportunities.|
|Support Contact||The support person's contact information, such as the phone number or email address|
|Support Desc.||Brief description or other information regarding the support provided|
|Support Name||The name of the Customer Support person|
|Support Term||The term (e.g. six months, one year, etc.) in which support will be provided for the product|
|Tags||User-created keywords that can be used to identify records in filters, dashlets, and reports
Note: For more information on creating and using tags, please refer to the Tags documentation.
|Tax Class||Tax classification (e.g. taxable, non-taxable) for the product|
|Teams||The Sugar team(s) assigned to the product catalog record|
|Unit Price||The unit price of the product|
|Vendor Part Number||The vendor's part number for the product|
The weight of the product
Note: Negative values are supported in this field.
1 For more information on service-related fields in Sugar Sell, refer to the Services and Renewable Revenue Line Items section of the Opportunities documentation in the Application Guide.
The Product Categories module allows you to create categories to group records under a Product Type. This is one of the levels of organization you can use for the products and services that your organization offers, and will contain multiple entries from the product catalog.
Product Category Fields
The Product Category module contains four stock fields that come out-of-the-box with Sugar. For information on using and editing various field types, refer to the User Interface documentation. The definitions below are suggested meanings for the fields.
|Product Category||The category's name as it will appear on the Product Category dropdown list|
Select a parent product category if this product category is a sub-set of another category
Note: A record should not be selected as its own parent category.
|Description||A description or other information about the product category|
|Order||Enter a number to specify the order in which this category will appear in the Product Category dropdown list|
The Product Types module controls the Type dropdown list in the Product Catalog fields. In addition to product categories, the product type allows you to define the classification of a product or service that is being offered on a product catalog record.
Product Type Fields
The Product Types module contains three stock fields that come out-of-the-box with Sugar. For information on using and editing various field types, refer to the User Interface documentation. The definitions below are suggested meanings for the fields.
|Product Type||The product type's name as it will appear on the Type dropdown list in the product catalog|
|Description||A description or other information about the product type|
|Order||Enter a number to specify the order in which this product type will appear in the Type dropdown list|
Ordering Product Types
The Order field in Product Types defines the order of the different type options when viewing the Type dropdown list of a Product Catalog record. The Order field allows you to organize what order the dropdown list will display, with 1 being the highest on the list and moving down as the order number rises. When creating new product type record options, the Order field will automatically increment to the next number in the list, thereby adding the new option to the bottom of the list. The Order field can be overwritten with another number if you would like to manually re-order the options.
The Manufacturers module controls and maintains the Manufacturer Name field in the Product Catalog module. The Manufacturer Name field allows you to select from a list of the manufacturers you use to classify your products and specify from which manufacturer they are produced.
The Manufacturers module contains three stock fields that come out-of-the-box with Sugar. For information on using and editing various field types, refer to the User Interface documentation. The below definitions are suggested meanings for the fields.
|Manufacturer||The manufacturer's name as it will appear in the Manufacturer Name field in the product catalog|
|Status||Select "Active" or "Inactive" to indicate which manufacturers are displayed as options in the Manufacturer Name field|
|Order||Enter a number to specify the order in which this category will appear in the Manufacturer Name field list|
The Order field in the module defines the order in which the manufacturer options are displayed in the corresponding Manufacturer Name field of the Product Catalog module. Enter the numeric value (e.g. 1, 2, 3) in the manufacturer record's Order field to determine the order it will display in the corresponding field list (Manufacturer Name). For example, a manufacturer record with an order value of "1" will display at the top of the list followed by the next value (e.g. 2), and so forth. When creating new manufacturer records, the Order field will automatically increment to the next number in the list, thereby adding the new option to the bottom of the list. The Order field can be overwritten with another number if you would like to manually re-order the options.
Working With Products-Related Modules
The Product Catalog and supporting modules use Sugar's Sidecar user interface. The following sections detail menus, views, and actions common to sidecar modules and contain links to additional information within the page or links to the User Interface documentation.
Sugar modules contain various options that are available via menus in the module tab, list view, and record view. The following sections present each menu type and its options with links to more information about each option in the User Interface documentation or, for module-specific functionality, within this page.
Module Tab Menus
The module tab is either displayed in the navigation bar or found by clicking the "More" icon represented by three vertical dots to the right of the module tabs on the navigation bar. Click the module name to access the module's list view or expand the module tab to display the Actions, Recently Viewed, and Favorites menus.
From the Product Catalog's module tab menu, you can also access the supporting modules of Manufacturers, Product Categories, and Product Types. By navigating to any of these modules, you can access their respective module tabs, which in turn will offer the option to return to any of the other supporting modules.
The Actions menus in the module tab for the Product Catalog and its supporting modules will allow you to perform the following operations:
|Create [Record]||Opens the record view layout to create a new record in the module|
|View Product Catalog||Opens the list view layout to search and display the product catalog|
|View Manufacturers||Opens the Manufacturers list view|
|View Product Categories||Opens the Product Categories list view|
|View Product Types||Opens the Product Types list view|
|Import [Records]||Opens the import wizard to create or update records in modules that support importing|
List View Menus
The list view displays all records meeting the current search criteria. You can view the basic details of each record within the field columns. Users with administrator or developer access have the ability to change what fields are visible in the list view via Admin > Studio. For more information on editing layouts, please refer to the Studio documentation.
Mass Actions Menu
The Mass Actions menu to the right of the checkbox option allows you to perform various actions on the currently selected records.
The options in the Mass Actions menu allow you to perform the following operations:
|Mass Update||Mass update one or more records at a time|
|Recalculate Values||Updates calculated values to reflect changes to calculated fields made in Studio (Available in certain circumstances)|
|Merge||Merge two or more duplicate records|
|Delete||Delete one or more records at a time|
|Export||Export one or more records to a CSV file|
Record Actions Menu
The Record Actions menu to the right of each record's Preview button allows users to edit, follow, or delete specific records directly from the list view.
The options in the Record Actions menu allow you to perform the following operations:
|Preview (Eye icon)||Preview this record in the intelligence pane|
|Edit||Edit this record|
|Delete||Delete this record|
Record View Actions Menu
The record view displays thorough record information including all record fields. The record view can be reached by clicking a record's link in the list view. You have the ability to change the record view by configuring the layout via Admin > Studio. For more information on editing layouts, please refer to the Studio documentation.
The Actions menu on the top right of each record view allows you to perform various actions on the current record.
The options in the Actions menu allow you to perform the following operations:
|Edit||Edit this record|
|Share||Share a link to this record via email|
|Download PDF||Download record information as a PDF file|
|Email PDF||Email record information as a PDF attachment|
|Find Duplicates||Locate potential duplicates of this record|
|Copy||Duplicate this record|
|View Audit Log||View a record of changes to this record|
|Delete||Delete this record|
Common Views and Actions
The following links will open specific sections of the User Interface documentation where you can read about views and actions that are common across most Sidecar modules.
Basic Record Creation
Creating via Subpanels
Creating via Duplication
The Creating Records section covers the various methods of creating new records, including via the Create button in the module, via the subpanel on related module records, duplication of an existing record, and importing a list of records into Sugar using a .csv spreadsheet.
Viewing via List View
Viewing via Record View
Viewing via Recently Viewed
Viewing via Preview
Viewing via Reports
The Viewing Records section describes the various methods of viewing records, including via the list view and record view, the Recently Viewed menu in the module tab, previewing records in the right-hand side panel, and reports displaying the record's data.
|Searching for Records
List View Search
Creating a Filter
Saving a Filter
|The Searching for Records section provides an introduction to the two searching methods for locating Sugar records: global search, which searches across all Sugar modules, and list view search, which searches and filters within the module.|
Total Record Count
List View Search
Mass Actions Menu
Record Actions Menu
The List View section walks through the many elements of the List View layout, which contains a filterable list of all records in the current module. While the generic menu options are described in the User Interface sections linked to the left, the options specifically available in the list view are described in the List View Mass Actions Menu and List View Record Actions Menu sections of the module overviews below.
Next or Previous Record
The Record View section walks through the many elements of the Record View layout, which contains detailed information about a single record. While the generic menu options are described in the User Interface sections linked to the left, the options specifically available in the record view are described in the Record View Actions Menu sections of the module overview sections below.
|The Editing Records section describes the various methods of editing existing records, including inline via the record view, in full edit mode on the record view, inline via the subpanel on related module records, inline via the list view, and via the Mass Update option on the list view.|
Deleting Via Record View
Deleting Via List View
Mass Deleting Via List View
|The Deleting Records section describes the various methods of deleting unwanted records, including via the record view, an individual record's Actions menu on the list view, and the Mass Actions menu on the list view.|
|Exporting Records||The Exporting Records section provides an introduction to the export functionality, which allows you to download a list of records and all their data as a .csv file for use outside of Sugar (e.g. in Microsoft Excel).|
|Recalculating Calculated Values||The Recalculating Calculated Values section provides instructions on utilizing the Recalculate Values list view option to update calculated field values in the module if the administrator has changed the field's formula via Admin > Studio.|
|Finding Duplicate Records||The Finding Duplicate Records section provides instructions for locating duplicate records. If searching on matching fields (e.g. Name) identifies one or more duplicates, they can be merged into a single record.|
Merging Via List View
|The Merging Records section provides instructions for merging duplicates, which combines field values and related records into a single record.|
Favoriting via List View
Favoriting via Record View
The Favoriting Records section describes the various methods of marking records as favorites, including via the list view and record view.
Note: You can only mark records as favorites via the Product Catalog module. Favoriting a product catalog record allows you to easily access the product from the list view, Product Catalog Quick Picks dashlet, the Product Catalog module tab, or from within the search and select drawer. For more information on the Product Catalog Quick Picks dashlet, please refer to the Opportunities or Quotes documentation.
|Sharing Records||The Sharing Records section provides instructions for the Share record view option, which composes an email with a link to the record. If the recipient is logged into Sugar, clicking the link will bring them directly to the record view.|
Last modified: 2021-05-18 18:22:44