(2024.2) Adding and Deleting Items
- David Engblom
Adding an Item to a Catalog
Navigate to a Catalog sub-section. Main > Catalog
On the Grid Toolbar of the selected Catalog sub-section Grid, click the button. This action launches a data entry form where the User can input the new item's information.
Users can also add a Catalog item as a Child of an existing Catalog item. A Catalog tree appears to the left of each Catalog Grid. To add a Catalog item as a child to an existing Catalog item, select the existing item on the appropriate Catalog tree. Right-click the existing node and select 'New Item'. This action launches a data entry form.
In the Data Entry Form
Each Catalog's items present a different set of input fields and tabs in the data entry form. However, there are several common features that appears in each new item's data entry form:
Permissions
Users find an array of types of Permissions under numerous tabs in the Catalog item's data entry form. Permissions limit the extent to which a catalog item can be utilized; when adding a new item to a catalog, Users can define default limits that automatically accompany the new item in the event of its use.
For example, consider the addition of a new type of equipment to the Equipment Catalog. By selecting the 'Location Permissions' tab in the item's data entry form, a User can identify locations at which the piece of equipment can be used. To do so, the User can select one or more locations from the Locations Grid (via a drop-down menu) at which the piece of equipment can be used.
Similarly, consider the addition of a new service type to the Service Catalog. By selecting the 'Equipment Permissions' tab in the item's data entry form, a User can identify pieces of equipment that can be associated with the service. To do so, the User can select one or more pieces of equipment from the Equipment Catalog (via a drop-down menu).
Another common manifestation of the Permissions tool is the 'Billing Group Permissions' tab. In this case, Users can limit the owners that can be assigned to services or equipment by specifying the Billing Groups the owners can belong to. Since each owner has an assigned billing group, only those owners whose billing group is specified can be assigned the service or equipment.
When adding permissions, only those items that a User selects is granted exclusive permission to interact with the new item. For example, if a User selects three locations at which a new piece of equipment can be used, it can be used only at those three locations. If nothing is selected, then everything is allowed.
User Defined Fields
The Equipment and Service Catalogs allow User Defined Fields. These are customizable fields that appears on the Equipment or Service forms when a specified type is selected.
When adding a new type of equipment to the Equipment Catalog, for example, a User can specify that equipment of this type must have additional data entry fields – User defined fields – that could dictate anything from the color of the units to the currency in which payment must be made.
Saving the New Item
Once the User has satisfied all required and desired input fields, the new Catalog item can be saved by clicking the button at the bottom of the data entry form. Newly saved items appears in the Catalog Grid.
Note: Keep in mind that this new item – as long as its status is set to 'Active' and it is designated as 'Assignable'– can now be viewed and selected whenever a User is prompted to select an item from the Catalog.
Deleting an Item From a Catalog
Users can delete an item from a Catalog – thereby removing it as a possible type of Service, Equipment, Charge, Feature, SLA, or Location that a User can select – by clicking upon the item in the Catalog Grid and the 'Delete Selected' icon on the Grid Toolbar or by right clicking on the item in the tree and selecting ‘Delete’.
Often, records cannot be deleted because they are referenced in other parts of the application. When this happens, the application prompts the User to set the status to 'Inactive'.
Making an Item Inactive
If a User would prefer to make the item 'Inactive' – keeping the item on file but preventing its selection as an available item – the User can do so by opening the item for edit. At the top of the item's data entry form, a User can choose to make the item 'Active' (accompanied by a green color bar) or 'Inactive' (accompanied by a red color bar) by clicking on either option. Multiple records can be toggled between ‘Active’ and ‘Inactive’ at once by selecting all desired records in the Grid and clicking the button on the Grid Toolbar.
Editing an Item in a Catalog
To edit an existing Catalog item, double-click on the item or highlight the item and click the 'Edit Selected' icon on the Grid Toolbar. This opens the item's data entry form and allow the item to be edited.
Once a User is finished editing a Catalog item, the User must click the 'Save' icon at the bottom of the data entry form in order for the changes to be made permanent.