Catalog popup filtering

📍 Where to find this module?
Settings > Module Management > Sales Management: Product/Service popup filtering

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1. Introduction #

When you create or modify a sales document (quote, sales order, invoice, etc.), you select products and services via a catalog popup. By default, this popup displays all active products or services.

The Product/Service popup filtering functionality allows you to:

• Automatically filter the products and services displayed in the popup using a custom list (custom view / listview)
• Configure a different default filter for each sales management module (Quotes, Orders, Invoices, etc.)
• Allow or disallow the user to choose a list other than the default one

Who is this guide for? #

• Administrators: to configure filtering for each sales management module
• Users: to understand the popup behavior when selecting products/services

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2. Configuration (Administrator) #

2.1 Accessing the settings page #

1. Go to Settings (gear icon)
2. In the Module Management section, click on Sales Management: Product/Service popup filtering

2.2 Understanding the configuration table #

The page displays a table with one row per sales management module:

2.3 Configuring filtering for a module #

1. Check “Enabled” on the row of the desired module
2. Select a default Product list from the drop-down menu (the lists offered are those from the Products module)
3. Select a default Service list from the drop-down menu (the lists offered are those from the Services module)
4. Check or uncheck “Allow user to choose a list” according to the desired behavior
5. Click Save

2.4 Operating modes #

Free mode (Allow user to choose a list = ✅) #

• The popup displays a list selector allowing the user to change the view
• The configured default list is preselected
• If the default list is not available to the user, the popup reverts to standard behavior (all records)

Forced mode (Allow user to choose a list = ❌) #

• The default list is mandatory: the user cannot change it
• The list selector is not displayed in the popup
• If the default list is not available to the user (insufficient permissions), the popup displays an error message prompting them to contact the administrator

Important: In forced mode, there is no silent fallback. If the configured list is not accessible to the user, no product/service will be displayed. This ensures that only authorized items are offered.

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3. Usage (User) #

3.1 Selecting a product or service in a sales document #

1. Open a sales document (quote, order, invoice, etc.)
2. Add or modify a product/service line
3. Click on the selection icon to open the catalog popup

3.2 Popup with filtering enabled – Free mode #

If the administrator has enabled filtering and allowed the choice of list:

• The popup opens with the default list preselected: only products/services matching this list are displayed
• A list selector appears at the top of the popup
• You can change the list via this selector to display other products/services
• Search and pagination function normally within the context of the selected list

3.3 Popup with filtering enabled – Forced mode #

If the administrator has enabled filtering without allowing the choice:

• The popup opens directly with the list mandated by the administrator
• There is no list selector: you cannot change the view
• If the configured list is not available for your account, an error message is displayed:

Configuration Error
The default list configured for this popup is not available for your user. Please contact your administrator.

In this case, contact your administrator to adjust the configuration or your permissions.

3.4 Popup without filtering #

If filtering is not enabled for the current module, the popup functions normally and displays all active products/services.

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4. Usage examples #

Example 1: Restricting products by category #

The company wants quotes to only display products from the “Software” category.

1. Create a custom list in the Products module filtered on the “Software” category
2. In the filtering settings, enable filtering for the Quotes module
3. Select this list as the Default Product List
4. Uncheck Allow user to choose a list to enforce the filter

Example 2: Offering a modifiable default filter #

The company wants invoices to display recent active products by default, while still allowing the user to access the entire catalog.

1. Create a custom list in the Products module filtered on recent products
2. In the filtering settings, enable filtering for the Invoices module
3. Select this list as the Default Product List
4. Check Allow user to choose a list

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5. Frequently asked questions #

Does filtering also apply to services? #

Yes. The settings allow you to define a separate default list for Products and for Services. Both popups are managed independently.

Can I enable filtering for some modules and not others? #

Yes. Each sales management module is configured independently. You can enable filtering only for Quotes and leave it disabled for Invoices, for example.

What happens if the default list is deleted? #

If the configured custom list is deleted or becomes inaccessible:

• Free mode: the popup reverts to standard behavior (all records)
• Forced mode: an error message is displayed in the popup

A user sees no products in the popup and an error message is displayed #

This means that filtering is in forced mode and the configured default list is not accessible to this user. The administrator must:

• Verify that the custom list is shared with the user’s profile/role
• Or modify the default list to choose one accessible to everyone

Does filtering modify the data in my existing documents? #

No. Filtering only affects the popup display during selection. Products and services already added to documents are not impacted.

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Related references 🔗 #

• Products
• Services
• Sourcing Management