Hosted Catalogs

A standard catalog (sometimes referred to as a "Hosted" catalog, as the catalog data is hosted on Unimarket's website) can be created by uploading a spreadsheet of products (products can be added/removed/edited once the initial catalog has been created). The products in a Standard Catalog can be priced (e.g. $10.00 per item) with an Add to Cart option or they can be priced as per quote ("RFQ") with a Get Quote option.

  • Creating / Uploading a Standard (Hosted) Catalog

    A standard (hosted) catalog's data is hosted on Unimarket's website and can be created by uploading a spreadsheet of products.

    Products can be:

    • Added, Deleted, or Edited (individually or in bulk) once the initial catalog has been created.

    • Linked to a form, that allows additional configuration options such as: size or color. For more information on forms, please refer to help article Creating Catalog Forms.

    • Priced (e.g. $10.00 per item) with an Add to Cart button or Request for Quote ("RFQ") with a Get Quote button.

     

    Upload a Catalog

    Prior to creating your first hosted catalog, please ensure you have set up your delivery and payment options. For additional information, refer to help article Create Delivery Options. 

     

    Create a Catalog via CSV File

    Before creating a hosted catalog, you will need to create a CSV file, utilizing the Unimarket catalog template.

    To access and download the CSV file, refer to help article Catalog Template.

     

    Continue reading below for further instructions on how to upload your hosted catalog or watch the short video:

     

    Access Create Catalog Screen

    To upload a hosted catalog, select Catalogs on left side panel > click Create Catalog.

     

    The Create Catalog screen will appear, displaying 4 tabs: Header, Schedule, Customers and Upload. 

     

    Header tab

    On the Header tab, complete all required fields marked with a red asterisk. 

     

      • Catalog Name: The name of catalog, that will be visible to the buyer.

      • Catalog Description: Allows suppliers to enter a brief description of the catalog.

      • Shipping Option: Select from the pre-determined drop down list, by clicking the dropdown arrow.

      • Catalog Type: Choose Standard to create a hosted catalog. If the supplier is setting up a Punchout catalog, contact Unimarket Support to organize testing.

    Once completed, select Continue.

     

    Schedule tab

    The Schedule tab is where suppliers will elect the date and timeframe the catalog will be open, to designated customer(s). Suppliers can end the catalog at any time.

     

    In the Publish field, chose Publish Now or Review Draft > check Start immediately when published box to start the catalog immediately, upon completion or choose a start date in the Start Date field.

    Selecting Review Draft, in the Publish field will upload a catalog in the Pending Catalog section with all the products under the Draft Products tab.

    The End Date field can remain blank to create a never-ending catalog, if desired. 

    Once completed, select Continue. 

     

    Customers tab

    The Customer tab allows suppliers to select the desired customer(s), by clicking inside the Customer(s) text box > and keying in the desired customers. 



    If Requires Approval appears next the desired customer's name, Catalog Approval is enabled by the customer. And the supplier is unable to additional customers to the catalog, if the specific customer is chosen. 

    Once completed, select Continue.

     

    Upload tab

    The Upload tab is where suppliers can retrieve the catalog template and upload, the catalog.

    To download the catalog template, select Download Template.

    Enter all required fields, specified on help article Hosted Catalog Template Field Explanations.

    Note: Please make sure the column headers remain unaltered (i.e. removed, font changed).

     

    Once the file is ready for upload, save as a CSV or ZIP file > select Browse > chose the desired file name > click Finish.

     

    The Catalogs In Progress screen will appear, to monitor the progress of the catalog.

    Note: Catalogs that are not completed in the Catalogs in Progress screen, will be deleted from Unimarket one month after being loaded.

     

    Catalog In Progress Errors

    At times when uploading a catalog, errors may occur and can be viewed on the Catalogs in Progress screen.

    Suppliers may receive the following errors:

     

    Validation errors were found in products: This error means the information provided did not meet the file upload criteria (e.g. trademark/copyright icon include).

    Error when processing data load: This error means the file is unreadable by Unimarket, which may be caused by the file format not being CSV or an incorrect header.

     

    Resolve Errors

    To resolve the error, click View to see review the error(s).

    Manually Update

    The Update Loading Catalog screen will populate > select Edit to manually make update to the catalog item in Unimarket > once updated, select OK.

     

    Delete Entire Upload

    To delete the entire upload and re-upload the file with the updates, click More Actions > select Finish, that will lead you to the Catalogs In Progress screen to view errors. 

    Select Delete All Errors and Finish to delete the entire upload. 

    Note: For assistance with your catalog, please reach out to Unimarket Support (Support@unimarket.com).

     

    View Store

    To view how open catalogs are displayed for the customer, go to Profile on the left side pane > click View Store > select the catalog name, to browse the products.

     

  • Hosted Catalog Template Field Explanations

    When creating a hosted catalog, suppliers are required to upload a CSV file following our Hosted Catalog Template, that includes product details. The template is specifically formatted to match fields correctly into Unimarket.

    If your catalog file generates an error, the file will fail to load and the supplier must correct the error(s) in Unimarket. Refer to help article Creating a Catalog, for additional information.

     

    The Template

    The catalog template is a CSV (Comma Separated Value) file, which is a text file that can be easily edited in a spreadsheet application like Excel. The template has a header that sorts the information into fields, associated with the product in Unimarket.

    Once the template is downloaded, use the chart below to complete the catalog required columns and > Save the update file as a CSV file. To do this in Excel, click on Save as > Select CSV (comma delimited) from the save as type drop down list. 


    What do the fields in the catalog template mean?

    Column Field Name Description Mandatory
    A Code Product item number or code (SKU). This must be a unique ID. Y
    B Name Name of Product (2000 Char limit). Y
    C Description Description of Product (you may also wish to enter the quantity, e.g. "Box of 12"). N
    D List Price Price of the item before any discounts. Can be a dollar amount (with no commas) or set as RFQ (Request for Quote) Y
    E Manufacturer Name The name of the manufacturer. N
    F Manufacturer Part ID The manufacturers part number. N
    G Form Enter the form you want to link to the product. For more information on Forms, please refer to Creating Catalog Forms. N
    H Category Enter the relevant UNSPSC product code for the category of the product or catalog.  Y
    I Units

    Enter the relevant Unit of Measure code (like DZN for Dozen etc.). If left blank, the product will default to "EA" for Each). See the Unimarket Units of Measure article for more examples.

    		 N
    J Quantity Available This field is used for the quantity in stock. This should only be used if you have a limited number of items in stock. If the Quantity available is 0 customers will not be able to Order this product. If you do not wish to enter a quantity please leave the field blank. N
    K Link Hyperlink to a specific webpage or online document that provides critical product information, not already listed in the Description. N
    L Lead Time Indicates the number of days lead time to ship the product. N
    M Allow Decimal If the product can be purchased in decimal quantities (like 1.5 pounds of ground meat) then enter Y. The default is N. N
    N Image Name Name of image to be provided in zip file (add image extension to name i.e. picture.jpg), or URL for the image, i.e. http://www.yourwebsite.com/imagename.jpg
    Images can be PNG, JPG or GIF format.     		 N
    O Discount A percentage discount off the list price. N
    P Hazardous Class GHS classification of hazards is divided into class. 1- 9. They can also have divisions. 1.1, 1.2 (Class.Division) N
    Q Hazardous UN Number UN number (United Nations numbers) are four-digit numbers that identify hazardous materials, different to UNSPSC Code N
    R Safety Data Sheet A link to the Safety Data Sheet which can be displayed so that the user can click to view the SDS N
    S CAS Number CAS Registry Number - also referred to as CASRN or CAS Number, is a unique numerical identifier assigned by the Chemical Abstracts Service (CAS). Format: XXXXXXX-YY-Z. For More Information On CAS Registry Numbers N
    T Search Terms Other terms that suppliers can add that assist in the search for item. Comma separated. N
    U Pack Quantity  Pack Quantity is the quantity in one pack. (This must be entered as a number). N 
    V Controlled Flag that indicates if the item is restricted or controlled. N
    W Green Indicates if the item is green. N
    X Indigenous Indicates if the item is indigenous. N
    Y Energy Star Indicates if the item is Energy Star. N
    Z Recyclable Indicates if the item can be recycled. N
    AA Taxable Indicates if the item has tax applied. N

     

    Images

    Images must be in JPEG, JPG, PNG or GIF format to be accepted by Unimarket, including images hosted online. Images greater than 500x500 pixels will be resized to 500x500 and smaller pixel image sizes, will remain in their original size. 

     

    Adding Images to a Catalog Using a Zip File

    If you have image files you desire to add to the catalog, please:

    • Gather the images and confirm they are in JPEG, JPG, PNG or GIF format. Reference the file name of the image in the Image Name column of catalog file (i.e imagename.jpg) and
    • Create a ZIP file that contains ONLY the images and the Catalog CSV file

    Once completed, upload the zip file using the Create Catalog function and the images will be visible in Unimarket.

    Note: Once the catalog is uploaded, the images will be hosted on Unimarket. When Exporting the Active Products, you will see a URL in the Image Name column. So you won't need to upload them if you make any other changes.

     

    Adding Images to a Catalog Using a URL

    If the images you wish to include in your catalog are available online (e.g. on an online store), insert the image URL in the Image Name column. To ensure the image appears as the product image. (i.e. https//:yourwesbite.com/imagename.jpg).

    Watch this short video on the steps to add Images to your Catalog items

    Tips and Tricks

    • The Quantity Available column limits the amount a customer can order for the lifetime of your catalog until the Quantity Availability is updated or removed.
    • When Communities are searching for products, the Product Code, Product Name, Descriptions are all searchable fields.
    • You can only use one method to add images at one time.
    • Image names cannot have a space ie "yourimagename.jpg" not "your image name.jpg"

     

    Upload Catalog

    To upload the catalog, refer to help article Creating a Catalog for instructions. 

     

     

  • Accessing & Reviewing A Hosted Catalog

    Accessing your Catalogs

    To access your catalog, select Catalogs on the left side panel > click View Catalogs

     

    Ensure the State is Open > Select the name of the desired catalog.

     

    Draft Products

    The Draft Products tab will display edited and/or added products to catalog. A red notification icon indicates the number of products in draft. 

    UI_Update_-_Accessing_and_Reviewing_Catalogs_6.png

     

    Note: To take action on draft products, refer to help article Editing Items In A Hosted Catalog

     

    Summary Viewing/Editing

    Click the Summary tab > select More Actions and select Edit. A pop-up box will appear, to update the Name, Description, End Date, Delivery Option, Customer(s) and Email. All fields marked with a red asterisk are required.


    Active Products Viewing/Editing

    To view products, select Active Products tab. The list will display all the products currently available in the catalog. Items can be searched, by using the Search field or Sort by field. And individual products can be edited or deleted from this page. 

    Note: To take action on draft products, refer to help article Editing Items In A Hosted Catalog

     

    Buyer View

    To view the products and services as your customer view them, select Buyer View tab.  

    Note: To take action on draft products, refer to help article Editing Items In A Hosted Catalog

     

    Comments

    The customer and supplier can exchange messages via the Comments tab, as part of the catalog review process. This provides customers and suppliers with the ability to ask questions, request changes or receive updates. A comment is automatically created when a new catalog starts, notifying both parties via email. For the Community it will go to the Supplier Forums email address, or the default contact email address, if none exists.

    To add a comment, select the Comments tab > click +Add Comment and pop up window will appear > select dropdown in Comment in field, to chose the recipient customer > key in message in the comment box > select Send.

     
  • Downloading (Exporting) a Catalog File

    In the event suppliers need to update a catalog they can: (1) export open, pending and closed catalogs in Unimarket, (2) make the necessary changes to the CSV file offline, and (3) upload it as a new catalog.

    Alternatively, if you only have one or two products to update you can do so by referencing adding,  editing and/or deleting catalog items, under adding individual products header.

     

    Exporting Open Catalogs

    To export an existing catalog select Catalogs on the left panel > and click View Catalogs.

     

    Ensure the State is Open.

     

    Select the desired catalog name to export > select More Actions > click Export Active Products.

     

    Select here to download export

     

    Exporting Pending Catalogs

    To export a pending catalog, select Catalogs on the left panel > and click View Catalogs.

     

    Ensure the State is Pending.

     

    Select the desired catalog name to export > select More Actions > click the action Export Draft Products.

     

    Select here to download export

     

    Exporting Closed Catalogs

    To export a closed catalog, select Catalogs on the left panel > and click View Catalogs.

     

    Ensure the State is Closed.

     

    Select the desired catalog name to export > select More Actions > click the action Export Draft Products.

     

    Select here to download export

      

    Note: For more information on how to upload a new catalog, refer to Creating and Uploading a Standard (Hosted) Catalog.

     

     

     

     
  • Deleting Items In A Hosted Catalog

    Once you have uploaded your catalog, you may need delete products. In Unimarket, there are two ways to do edit (1) individually, within Unimarket or (2) via the CSV spreadsheet used when uploading a catalog (in bulk). Additionally, draft product items can be deleted via CSV upload file.

    To delete individual catalog items, go to Catalogs > click View Catalogs.

     Ensure the State is Open > Select the name of the desired catalog

     

    Delete Items Individually

    Click Active Products tab > locate the desired item(s) to delete, by using the Search field or Sort by field. Once desired item is located, click Delete in the line item.

    A pop-up box will appear to confirm deleting the product > once agreed, select OK. A message will appear, stating:

     

    Click Drafts Products tab. The Drafts Products tab will show a list of the added product(s) and changes can be reviewed before proceeding forward. 

    When ready, click Publish for Review. This will update the product on the customer side, including products in Shopping Lists, the Shopping Cart as well as any Incomplete Requisitions. If your customer has enabled Catalog Review Approval, the following message box will appear:

    Select Publish and the following message confirmation will appear:

    You will be taken back to the Buyer View screen and receive a message confirming deletion. Upon completion, we recommend reaching out to your customer to request review and approval of the updated catalog.

     

    When Catalog Review Approval is enabled by the Customer

    • When editing items to a current catalog, updates submitted must be accepted or declined by the customer, before any further changes can be made.
    • The supplier will not be able to assign another customer to the catalog.

     

    Delete Catalog Items via CSV upload

    Click Active Products tab > locate the desired item(s) to delete, by using the Search field or Sort by field. To delete items in bulk from an existing catalog via a CSV file upload, select More Actions > click Export Active Products. The Job Submitted box will appear to select the Here hyperlink.

    Once completed, the Background Jobs screen will appear to download your existing catalog Excel spreadsheet, by clicking Download > update your spreadsheet and > save as a CSV (Comma delimited) file.

    To upload the updated catalog file into Unimarket, select More Actions > click Upload Catalog File >select Browse in the file section to attach > click the dropdown in the Products not in upload section to select: Keep Them - Any products not in the upload file will remain or (b) Remove them - Any products not in the upload file will be deleted.

     

    The Catalogs in Progress screen will appear. When the status upload is complete, view the changes by selecting Catalogs on the left panel > click View Catalogs > select the catalog name > click Draft Products tab > select Publish for Review.

    This will update the product on the customer side, including products in Shopping Lists, the Shopping Cart as well as any Incomplete Requisitions. If your customer has enabled Catalog Review Approval, the following message box will appear:

    Select Publish and the following message confirmation will appear:

    Upon completion, we recommend reaching out to your customer to request review and approval of the updated catalog.

     

    When Catalog Review Approval is enabled by the Customer

    • When editing items to a current catalog, updates submitted must be accepted or declined by the customer, before any further changes can be made.
    • Suppliers will not be able to assign another customer to their catalog.  

    Note: When a supplier is disconnected from a customer who enabled Catalog Review Approval, the actions available are:

    • Export Active Products

    • Export Draft Products (if there are Draft products)

    • Close (If there are no Published Drafts)

    • Delete (if the Catalog is closed)
     

     

    Delete Draft Items via CSV upload

    Click Draft Products tab > locate the desired item(s) to delete, by using the Search field or Sort by field. To delete items in bulk from an existing catalog via a CSV file upload, select More Actions > click Export Draft Products.

     

    Once completed, the Background Jobs screen will appear to download your existing catalog Excel spreadsheet, by clicking Download > update your spreadsheet and > save as a CSV (Comma delimited) file.

    To upload the updated catalog file into Unimarket, select More Actions > click Upload Catalog File > select Browse in the file section to attach > click the dropdown in the Products not in upload section to select: Keep Them - Any products not in the upload file will remain or (b) Remove them - Any products not in the upload file will be deleted. 

     

    The Catalogs in Progress screen will appear. When the status upload is complete, view the changes by selecting Catalogs on the left panel > click View Catalogs > select the desired catalog name > click Draft Products tab > select Publish for Review.

    This will delete the item on the customer side, including products in Shopping Lists, the Shopping Cart and any Incomplete Requisitions. If your customer has enabled Catalog Review Approval, the following message box will appear:

     

    Select Publish and the following message confirmation will appear:

    Upon completion, we recommend reaching out to your customer to request review and approval of the updated catalog.

     

    When Catalog Review Approval is enabled by the Customer

    • When editing items to a current catalog, updates submitted must be accepted or declined by the customer, before any further changes can be made.
    • Suppliers will not be able to assign another customer to the catalog.  

    Note: When a supplier is disconnected from a customer who enabled Catalog Review Approval, the actions available are:

    • Export Active Products

    • Export Draft Products (if there are Draft products)

    • Close (If there are no Published Drafts)

    • Delete (if the Catalog is closed)

     

     

     

     

     

     

     
     
  • Adding Items To A Hosted Catalog

    Once you have uploaded your catalog, you may desire to add additional products. In Unimarket, there are two ways to do edit (1) individually, within Unimarket or (2) via the CSV spreadsheet used when uploading a catalog (in bulk). 

    To add an individual product to your catalog, go to Catalogs > click View Catalogs

    Ensure the State is Open > Select the name of the desired catalog

     

    Adding Individual Products

    Click More Actions > select +Add Product

     

    The Add Product screen with populate to complete product details. (Note: All required fields are marked with a red asterisk and must be completed). 
    Adding__Editing_and_Deleting_Catalog_Products_2.png

    Note: Product Code, Name, Category and Pricing are Mandatory. You can choose to have a List Price (e.g. $10.00 per item) with an 'Add to Cart' option or they can be priced as per quote (RFQ) with a 'Get Quote' option

    Once completed, click OK to create a catalog draft > select Draft Products tab. The Drafts Products tab will show a list of the added product(s) and > click Publish for Review. If your customer has enabled Catalog Review Approval, the following message box will appear:

    Upon completion, we recommend reaching out to your customer to request review and approval of the updated catalog.

     

    When Catalog Review Approval is enabled by the Customer

    • When adding items to a current catalog, updates submitted must be accepted or declined by the customer, before any further changes can be made.
    • Suppliers will not be able to assign another customer to the catalog.

    Add Multiple Items via CSV Upload

    Click the Active Products tab > Locate the desired product(s) to update, by using the Search field or Sort by field. To update your existing catalog via a CSV file upload, select More Actions > click Export Active Products. The Job Submitted box will appear to select the Here hyperlink.

    Once completed, the Background Jobs screen will appear to download your existing catalog Excel spreadsheet, by clicking Download > update your spreadsheet and > save as a CSV (Comma delimited) file.

    To upload the updated catalog file into Unimarket, select More Actions > click Upload Catalog File > select Browse in the file section to attach > click the dropdown in the Products not in upload section to select: Keep Them - Any products not in the upload file will remain or (b) Remove them - Any products not in the upload file will be deleted. 

    The Catalogs in Progress screen will appear. When the status upload is complete, view the changes by selecting Catalogs on the left panel > click View Catalogs > select the desired catalog name > click Draft Products tab > select Publish for Review.

    This will update the product on the customer side, including products in Shopping Lists, the Shopping Cart, and any Incomplete Requisitions. If your customer has enabled Catalog Review Approval, the following message box will appear:

    Select Publish and the following message confirmation will appear:

    Upon completion, we recommend reaching out to your customer to request review and approval of the updated catalog.

     

    When Catalog Review Approval is enabled by the Customer

    • When adding items to a current catalog, updates submitted must be accepted or declined by the customer, before any further changes can be made.
    • Suppliers will not be able to assign another customer to the catalog.  

    Note: When a supplier is disconnected from a customer who enabled Catalog Review Approval, the actions available are:

    • Export Active Products

    • Export Draft Products (if there are Draft products)

    • Close (If there are no Published Drafts)

    • Delete (if the Catalog is closed)
     
     
  • Editing Items In A Hosted Catalog

    Once you have uploaded your catalog you may desire to edit products, as a result of: pricing changes, products no longer being available, product name changes, etc. In Unimarket, there are two ways to do edit (1) individually, within Unimarket or (2) via the CSV spreadsheet used when uploading a catalog (in bulk). 

     

    To add an individual items to your catalog, go to Catalogs > click View Catalogs

    Ensure the State is Open > Select the name of the desired catalog

     

    Update Items Individually

    Click the Active Products tab > Locate the desired product(s) to update, by using the Search field or Sort by field > Select Edit on in line of the desired item.

    Once selected, the Edit Product Screen will populate to update. 

    Note: The Product Code field cannot be edited. To the field can be edited by, (1) Adding a new product and delete the old one or (2) uploading a CSV file with the new product (shown below)

    Select OK to save changes. A message will appear advising the update was successful

    Click Drafts Products tab. The Drafts Products tab will show a list of the added product(s) and changes can be reviewed before proceeding forward. 

    When ready, click Publish for Review. This will update the product on the customer side, including products in Shopping Lists, the Shopping Cart as well as any Incomplete Requisitions. If your customer has enabled Catalog Review Approval, the following message box will appear:

    Select Publish and the following message confirmation will appear:

    Upon completion, we recommend reaching out to your customer to request review and approval of the updated catalog.

     

    When Catalog Review Approval is enabled by the Customer

    • When editing items to a current catalog, updates submitted must be accepted or declined by the customer, before any further changes can be made.
    • Suppliers will not be able to assign another customer to the catalog.

      

    Update Multiple Items via CSV Upload

    Click the Active Products tab > Locate the desired product(s) to update, by using the Search field or Sort by field. To update your existing catalog via a CSV file upload, select More Actions > click Export Active Products. The Job Submitted box will appear to select the Here hyperlink.

    Once completed, the Background Jobs screen will appear to download your existing catalog Excel spreadsheet, by clicking Download > update your spreadsheet and > save as a CSV (Comma delimited) file.

    To upload the updated catalog file into Unimarket, select More Actions > click Upload Catalog File > select Browse in the file section to attach > click the dropdown in the Products not in upload section to select: Keep Them - Any products not in the upload file will remain or (b) Remove them - Any products not in the upload file will be deleted. 

    The Catalogs in Progress screen will appear. When the status upload is complete, view the changes by selecting Catalogs on the left panel > click View Catalogs > select the desired catalog name > click Draft Products tab > select Publish for Review.

    This will update the product on the customer side, including products in Shopping Lists, the Shopping Cart, and any Incomplete Requisitions. If your customer has enabled Catalog Review Approval, the following message box will appear:

    Select Publish and the following message confirmation will appear:

    Upon completion, we recommend reaching out to your customer to request review and approval of the updated catalog.

     

    When Catalog Review Approval is enabled by the Customer

    • When editing items to a current catalog, updates submitted must be accepted or declined by the customer, before any further changes can be made.
    • Suppliers will not be able to assign another customer to the catalog.  

    Note: When a supplier is disconnected from a customer who enabled Catalog Review Approval, the actions available are:

    • Export Active Products
    • Export Draft Products (if there are Draft products)
    • Close (If there are no Published Drafts)
    • Delete (if the Catalog is closed)
     
  • Closing/Reopening a Hosted Catalog

    Closing a Catalog

    To view all your catalogs, select Catalogs > View Catalogs from the left hand side menu. This will take you to a screen showing all open catalogs > click on the name of the catalog you want to close.

     

    Click on More Actions and > select Close.

     

    A pop up window will appear to confirm you wish to close the desired catalog.

     

    After clicking OK, a green notification banner will appear at the top of the screen, confirming the catalog has been closed.

     

    Re-opening a Catalog

    To reopen a closed catalog, select Closed in the State box.

     

    Click the name of the catalog you wish to re-open > select More Actions in the top right hand side and > click Reopen.

     

    A pop up window will appear to confirm reopening > select OK and your desired catalog will be published.

     

    Once you click OK the reopened catalog can be found under Open catalogs.

     
  • Creating Catalog Forms

    Catalog products can now be associated with a Form which gathers information about the catalog item (product or service). Forms can contain fields for recording general information (Text, date, etc.) and option lists including associated pricing. For example, there may be options like Red, Green, and Blue without pricing or a list of options with prices e.g. rental car sizes.

     

    How it Works

    Items have a base price in the catalog. A Form's Fields can be configured with options, which may increase or decrease the base price. For example, a rental car may cost $30/day for a 'Compact', but if the buyer chooses to upgrade to a 'Mid Size,' an additional $14 per day is added (total $44).

    Catalog_Forms_Flow_Chart.png

    Watch this short video on how to create Catalog Forms and the steps are explained in detail in this Help Article. 

    Associating a Product with a Form

    Suppliers define a catalog of items as per normal. In the catalog CSV template, there is a Form column for specifying the name of the form used with the catalog item. Each catalog item can have a different form, if desired. For catalogs already uploaded, a form may be associated to a product by selecting Catalog > Edit on the product and specifying the form name.

    Note: The form name in the catalog must match the name of the form you are associating it within your store. Otherwise, a validation error will occur when uploading the catalog.

     

    Add Form

    From your supplier profile, you can define forms for use with catalogs by going to the left side menu and selecting Profile > click Configure Store

    Select the Forms tab and click +Add Form.

    Insert your form name in the Name field > and optionally insert information in the description box. The information placed in the description box will appear in the help bubble text next to the form. Once completed, you can begin adding fields to your form.

    Adding Form Fields

    To add the required fields to your form click Add Field. A pop-up box will appear to configure the field with information for your customer and how the completed form would be sent to you. 

    • Type:  Defines the details required and how the information is requested from users. For example, Picklist type, will populate Options section to add option buttons to form.
    • Name: Can insert the question/statement users will view
    • Code: The code acts as an identifier for reporting. The fields must have unique codes. Codes will not be visible to users. Character limit of 20.
    • Description: Longer description can be added and will display below the form field, if Show Description box is checked.
    • Show Description: Displays the description on the page below the field. If unchecked the Description information will be shown in a help bubble next to the field.
    • Mandatory: Requires the user to take action on the field question, by selecting Yes, No, or Conditional. If Conditional is selected, you will have a box to choose Conditional Field that are based on option inserted in Type box (either Blank or Not Blank).
    • Visible: This can either be Yes or Conditional (based on a previous answered entry).
    • Help Text: A message to help users with their entry.
    • Default Value: A value set to automatically appear in the entry that can be changed by the user if needed. This would be used if the answer 9 times out of 10 will be Yes, then you can set the default value to Yes.

     

    Type Fields

    • Checkbox: Allows the user to check the box or leave unchecked for a Yes/No answer or as a mandatory checkbox, the user is required to check the box confirming that they have read the information.
    • Date: Provides a calendar to select a date.
    • Date/Time: Provides a calendar to select a date and time format fields to define a time.
    • Decimal Number: Allows for decimal numbers (i.e. 1.5).
    • Help/Information: Opens up the field for Content/Type as a mandatory field on your form.
    • Hyperlink: Opens a mandatory field where you can enter a hyperlink on your form.
    • Money: Formats the field to currency and requires numbers to be entered.
    • Multiselect: Add Option will appear.
    • Number: Requires numbers to be entered.
    • Paragraph Text: Allows for free form text.
    • Picklist: Add Option will appear.
    • Radio button: A group of Radio buttons 
    • Text: Allows for free text to be entered (limited to 255 characters)

    If the field type is Picklist, Multi-Select, or Radio Button, Add Option will appear at the bottom of the pop-up box. You will need to click Add Option until you have the desired number of options. When adding options, you can also choose to specify a price for the option.

    Note: Adding a price for an option is used when that option is more than the price you have specified in your catalog. E.g. Jumper: catalog = $10 > sizes: small = $10, Medium = $11 and Large = $12. Small would have no price, Medium would have $1 and Large would have $2 in the form.



    Conditional Fields

    Form fields can be conditionally visible, meaning visible information is dependent on previous fields selected.

    To use this feature on the Add Field pop-up box, go to the Mandatory field > select Conditional > click the dropdown to choose desired option in Conditional Field (the field visibility is dependent upon). Once selected,  the Type and Value fields will populate to choose desired option. 

    The example below shows that Form 2 will be visible, the user selects Value as "Yes". If the user selects the Value as "No", then Form 2 will not appear.

    conditional.png

     

    Assign Form to Catalog Items

    To manually assign a form to catalog item(s):

    Select Catalogs on left side panel > click View Catalogs on left side panel > select desired customer's catalog > click Active Products tab > Select Edit for the desired item > In Form field, select dropdown and choose desired form > click OK.

     

    To assign a desired form via export/import:

    Select Catalogs on left side panel >  click View Catalogs on left side panel > select desired customer's catalog > click More Actions > select Export Active Products > click hyperlink titled "here" > once the catalog export is in Finished State, click Download.

     

    Once the file is downloaded, link the desired form to catalog item(s) by inserting the form name in cells under column G. Note: Please do not alternate/remove headers.

     

    Once updated, save file as a CSV format > select Catalogs on left side panel > click View Catalogs > select desired customer's catalog > click More Actions > select Upload Catalog File > click Browse to attached updated file > in Products not in upload field, select Keep them > click OK.

    The Catalogs in Progress screen will appear displaying the progress of your catalog upload

     

    To ensure the form was attached successfully, select Catalogs on left side panel >  click View Catalogs on left side panel > select desired customer's catalog > click Buyer View tab > select the desired item to view attached form under Configuration header

     

    Buyers are presented with the list of forms fields on the product detail page. If any of the form fields are option lists with pricing, the selection of an option will automatically change the price.

     

    What happens to the Form Data?

    Form data is captured and passed through the checkout process with the product/service lines on the PO. The data is then sent to the supplier in the line item description and within the PO integration message as extrinsic fields (if integration is enabled).

     

     

     

     
  • Creating Shipping Options For Your Hosted Catalog

    Hosted Catalog shipping specifications can be customized.

    To begin customizing, select Catalog on the left side panel > click View Catalogs > select the desired hosted catalog name > click More Actions and > select Edit.

    The Edit Catalog pop-up box will appear > select the dropdown arrow in the Delivery Option field, to chose the desired option and > click OK.

     

    If the delivery option desired is not available, select +Create Delivery Option to add a new customized shipping option and > click OK.

    The Configure Store screen will populate on the Deliver Options tab. Click +Add Delivery Option to set up a new option. Select delivery type (options listed below) in the Type field > Insert information in required fields marked with a red asterisk and. Once completed, click Create.

     

    Delivery Type Options:

    • Charge per item - the charge specified will apply to each line of orders that use this Delivery Option
    • Charge per order - the charge specified will apply to all orders that use this Delivery Option
    • Percentage of order - the charge will be a percentage of the order's value for all orders that use this Delivery Option
    • Free - delivery will be free for all orders that use this Delivery Option
    • Manual - this delivery option allows buyers to enter in an estimated shipping cost
    • Pickup - the buyer must pickup all orders that use this Delivery Option
    • Other - Delivery will be free for all orders that use this Delivery Option and you can specify additional instructions.


    Assigning Customized Shipping

    Once the customized shipping has been created, select Catalog on the left side panel > click View Catalogs > select the desired hosted catalog name > click More Actions and > select Edit.

    The Edit Catalog pop-up box will appear > select the dropdown arrow in the Delivery Option field, select the newly added delivery option and > click OK.