Hosted Catalogs

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. 

 

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.

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.

 

 

 

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)

 

 

 

 

 

 

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). 

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)

 

 

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.

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).

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.

 

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).