Search for a product before creating a new one to avoid unnecessary duplicate products for the same spare part. Products with the same name may be different parts: check the product code to confirm that you have the right product before linking it to a Spot or task.
Prerequisites
Your organization's Warehouse module must be enabled, and you need permission to view products. Search results depend on your access rights. Changing product information requires separate editing permission.
Search in the browser card view
Open Warehouse management → Products → Default view. The search fields are above the product cards.
- Search by product name searches the product name and additional name.
- Search by product code, Search by additional name and Search by EAN code each search their corresponding information.
- Search by information value searches the saved values of product-specific additional fields. It does not directly search the product's separate Weight, Length, Width or Height fields.
- Search by product category limits the results to products in the categories you select. You can select several categories; a product only needs to belong to one of them.
Text searches also match part of a value and are case-insensitive. Conditions in different search fields are combined: for example, a name and category search only returns products that meet both conditions. Clear unnecessary search text and remove category selections if there are too few results.
Click a product card to open its information.
Search in the browser product table
Select the Products tab on the same page. Use the search fields below the column headings, for example in the Name, Code or EAN code column. Each column search targets the corresponding information, and simultaneous filters are combined. Click a column heading to sort the results.
Product-specific additional fields are searched in their own columns. A text field search matches part of a value regardless of case. In a number field, entering just 12 searches for the numeric value 12; >10 finds, for example, 12 but not 2. A numeric search does not find old text values such as 12 mm or 12,5: the decimal separator in the saved number must be a period. An invalid numeric search condition does not filter the results. The effects of field types are explained in more detail in the instructions for configuring product information fields.
Open a product using its name link or the pencil icon on its row.
Check the basic information
The product's Basic info tab shows its name, product code, additional name, EAN code, product category, storage unit and the Product in use selection. If necessary, also check the manufacturer, vendors and Spots to which the product is linked as a spare part on the same tab.
The product category groups products. Storage unit indicates the unit used for product quantities, such as pieces, metres or kilograms. This is separate from the unit used for the product's physical dimensions. Availability is checked separately: see product balances and alert limits.
Check and complete the product information
Open the product's Product information tab. The names, types and order of the shared additional fields come from the product register settings, but their values belong to this product. You can enter, for example, the material or model designation and leave unnecessary values blank. Changing a value for one product does not change other products' values or the shared field definitions.
Below the additional fields are separate Weight, Length, Width and Height fields, along with Measure unit. The measure unit options are mm, cm and m. Check the length measurements together with the unit: for example, 100 mm and 100 m represent different dimensions. The selection does not indicate the unit of weight.
Naming an additional field Length does not link it to the actual Length field or perform unit conversions. If necessary, include the unit to use in the additional field's name.
With editing permission, you can change product-specific values and select Save at the bottom of the form. Without editing permission, you can read the information, but the Save button is hidden. If saving displays an error, correct the indicated information. Confirm that saving succeeded by reopening the product and checking the saved values.
Search on Android and iOS
Open Todo → Products and tap the magnifying glass icon at the top of the product list. Both apps have the following search fields:
- Search with product name searches the product code, additional name and EAN code as well as the name.
- Search with product category searches the category name.
- Search with product manufacturer searches the manufacturer information.
You can search using part of the information regardless of case. Completed fields filter the results together, and the results update as you type. When all search fields are empty, the search results list clears. Return to the product list if you want to browse products without search conditions.
Open a product from the search results. In the product view, the Product Details section on Android and the Product details section on iOS show the saved additional fields with their names and values. If the section is collapsed, tap its heading to expand it. Complete the information described in this guide using the product form in the browser.
If you cannot find a product
First clear unnecessary search conditions and try the product code. Also check your viewing permissions.
In the browser, a product that is no longer in use may still be in the register. Open the filter in the product table's Status column and select Not in use, or clear the status filter to see both products in use and products no longer in use. The Product in use selection on the form and deleting a product are different actions; clearing search conditions does not restore a deleted product.
The mobile apps only show products that are in use. A product that is no longer in use therefore cannot be found in the Android or iOS product search, even if you clear all filters. The prerequisites for marking a product as no longer in use are explained in the instructions for creating a product. If the product is not in the register after these checks, use the same instructions to create a new product.