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Archive products no longer offered from the Product Cataglogue

Kim Ruddle

Hi, any ideas how we can tidy up the Product catalogue? We have a number of products that we don't offer any more and so would like them removed from the option to quote for. I don't think deleting them is the way forward as this will mess up any historic quotes/data. Any ideas?

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  • 0

    Hi Kim,

    From the latest versions of Sugar, they have introduced a field called as Status in the Product Catalog where you can update the Product status as Inactive or Retired for the products which are no longer active can be used further for creating Quotes or Opps in Sugar. Only the Products which are marked as Active Status will be available by default to relate to records either will creating an Opportunity or Quote. Please check the field called Status in the Product Catalog and add to the record view layout if it is not available. Once added to the layout you can experiment with it to get more clarity on how it works.

    Hope this information is helpful :)

    Thanks and Regards,

    PK,

    Senior Solution Engineer.

    www.bhea.com

  • 0 in reply to Ramya Katram

    in Addition for older versions:

    As the product catalogue is a "blueprint" for "products" historical information will not be messed up at all but to keep old items (i.e. for later use) but deactivate the visibility you can use teams and remove team global but add one that is called "not used" or something like this.

    hope this helps :-)

    Bests

    Björn

  • 0 in reply to Björn Canales Pfisterer

    Yes, but note that this "not messing old data up" only works, if you are not using the product name in any calculated field-formulas. ;)

    For example, we are automatically setting our Quoted Line Item and Opportunity names via studio formulas that contain the product name as a variable and we noticed that once we've changed the visibility of a product and a user who cannot access it anymore changes an old QLI or opportunity record, the name of the QLI or opportunity gets messed up because the system can't draw the name of the product correctly (because the user can't see it). With the new Active/Inactive-functionality we will definitely consider this in our formulas so that the names stay as they are for inactive products ;)

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  • 0 in reply to Björn Canales Pfisterer

    Yes, but note that this "not messing old data up" only works, if you are not using the product name in any calculated field-formulas. ;)

    For example, we are automatically setting our Quoted Line Item and Opportunity names via studio formulas that contain the product name as a variable and we noticed that once we've changed the visibility of a product and a user who cannot access it anymore changes an old QLI or opportunity record, the name of the QLI or opportunity gets messed up because the system can't draw the name of the product correctly (because the user can't see it). With the new Active/Inactive-functionality we will definitely consider this in our formulas so that the names stay as they are for inactive products ;)

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