workflow:catalogs

Catalogs

Catalogs allow you to use single- and multi-column lists in forms, such as sales catalogs, vendor directories, or helpdesk categories. You can either create them in Pyrus or upload them from another program.

Catalog fields are convenient because you don’t have to fill them out by hand. Just open the dropdown list and choose an item, like a vendor and its corresponding ID number.

Automatic updates are an important feature of catalogs. Create a catalog in Pyrus using data from an external source, such as your sales or accounting software, an Excel spreadsheet, SQL-compatible database or CRM system. Turn on synchronization, and as soon as the source data changes, Pyrus will automatically update the data.

You can create, delete, and edit uploaded catalogs in the Catalogs section.

Creating and editing

There are a few ways to add a catalog to Pyrus. It depends on where your data is stored.

Manual input

Creating a catalog by hand is convenient when you need a single-column list, like helpdesk categories or a list of vacancies.

Click Add catalog on the Catalog page, then choose Empty Catalog.

Type in a catalog name and hit Create.

Go to the Edit tab to add, modify, or delete elements. You can also change their order by dragging and dropping.

If a catalog has multiple items, use filtering to find the item you need. Start typing its name in Quick search, and Pyrus will show you the matches.

If you already have the list in Excel, upload it to the catalog so that you don’t have to type in the data.

Uploading data from Excel

This method is convenient when you need to add a multi-column list in Pyrus, such as a list of vendors with their ID numbers, or general ledger items with their respective codes.

Click Add catalog on the Catalog page, then choose XLSX Excel File.

Upload the Excel spreadsheet which contains the data for your new catalog. Pyrus will read the contents of the file and show you what the catalog will look like. Here you can also pick a display mode: flat or hierarchical.

Click Sync.

Note: The content of the first column and column headers must be unique.

Just like working with single-column catalogs, you can use the Edit tab to add a workflow column, modify the catalog items, add or delete rows, and change their order via drag-and-drop.

To find a specific item, start typing its name in the Quick search field.

As data changes over time, you’ll need to update your catalog. If the changes are minor (if a few items have been altered or a new row has been added), you can manually modify the catalog in the catalog editor. If there are many changes, however, it’s safer and more convenient to re-upload the file. To do this, click Import and upload the updated Excel spreadsheet. Switch between the new, changed, and removed tabs to see the changes made to the catalog.

If you use Pyrus Sync, you can completely avoid updating the catalog manually or uploading the Excel spreadsheet after every change. The catalog will be automatically updated whenever the source file is changed. More on synchronizing with Excel spreadsheets.

Data display modes

Depending on the content, some catalogs are easier to understand as a table. Other catalogs are better as a tree with a clear data hierarchy. Both options are available in Pyrus.

Suppose you choose a hierarchical layout. From now on, whenever you fill out a form containing this catalog, all you’ll need to do is open up a category and select the necessary item.

To set a display mode, go to the View tab and open Columns. Unlike the Edit tab, here you modify the catalog’s columns instead of its rows. You can change their position, hide them, or group them.

Pick a column name and drag it to the Grouped by field. This will be the main column of your hierarchical catalog, and it will be the first column you’ll see when you open the catalog in a form.

If you don’t want certain columns to appear in forms, drag them to Hidden. For instance, job candidates don’t really need to see a company’s internal codes for the available positions on their application form:

This is what the catalog looks like in a form:

To restore the original layout of the columns, click on Reset.

Upload from amoCRM

You can sync your contacts in amoCRM with a Pyrus catalog. This means that when you’re filling out a form with a Vendor field, you can select a pre-existing value from the list instead of typing it in. Find out more about amoCRM integration.

Pyrus Sync

The Pyrus Sync app allows you to use the existing data from accounting, warehouse management, finance, ERP, and CRM systems, as well as from Excel spreadsheets and SQL-compatible databases. Moreover, if you turn synchronization on, the data will be automatically updated whenever you change the source. More on that in Synchronizing catalogs.

Adding and removing columns

To edit columns in a multi-column catalog, change them in the source and then upload the updated source to Pyrus.

  • If you linked the catalog and the source file in Pyrus Sync and have synchronization turned on, the catalog columns will be updated automatically after you modify them in the source.
  • If you created the catalog by uploading an Excel file, you can update it at any time in the View tab. Click Import, choose the file with the modified columns, and upload it to the catalog.

Deleting a catalog

To delete a catalog, open the Configure tab and press Delete catalog permanently.

This will not affect filled-out forms containing data from the deleted catalog. However, you won’t be able to add items from this catalog to a new form.

Using a catalog in a form

Let’s look at a Helpdesk form as an example. We need to add a list of issues to it so that the client filling out the form can indicate what kind of problem he or she has, routing it to the appropriate department.

You can add a catalog to a form in the Template Editor. Open the form template, add a Catalog field, and find your catalog in the dropdown list.

Save the template. Clients filling out a Helpdesk form can now specify their problem by selecting a helpdesk category, letting it be routed to the appropriate specialist.

Pyrus Tip: Start typing the name of the item you’re looking for and Pyrus will show you the matches.

When you delete a Catalog field from a form template, the corresponding values disappear from all forms that have been filled out based on that template. Any mentions of the field and its values will be deleted from the filled-out forms’ history.

Catalog types

When filling out a client request, a support specialist adds contact details like name, email address, and phone number to the form. To fill out contact details more quickly, define a relevant catalog, such as a Clients catalog.

When a support specialist has completed a phone number or an email address field, Pyrus will find all tasks with matching details and pull a client name from the catalog.

If the support specialist defined a client, Pyrus will use his or her contact details from previous tasks.

Catalog management rights

Who can see the catalog?

Every employee in the organization can see the catalogs.

Who can create and modify catalogs?

Anyone with Configuration Manager rights can add, delete, and edit catalogs.

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