{"id":444589,"date":"2026-04-03T02:43:42","date_gmt":"2026-04-03T00:43:42","guid":{"rendered":"https:\/\/www.kafinea.com\/documentation\/uncategorized\/catalog-popup-filtering\/"},"modified":"2026-04-03T02:43:42","modified_gmt":"2026-04-03T00:43:42","password":"","slug":"catalog-popup-filtering","status":"publish","type":"docs","link":"https:\/\/www.kafinea.com\/en\/help\/settings\/catalog-popup-filtering\/","title":{"rendered":"Catalog popup filtering"},"content":{"rendered":"<blockquote class=\"bq-exemple\">\n<p>\ud83d\udccd <strong>Where to find this module?<\/strong><br \/><em>Settings &gt; Module Management &gt; Sales Management: Product\/Service popup filtering<\/em><\/p>\n<\/blockquote>\n<hr>\n<h2>1. Introduction<\/h2>\n<p>When you create or modify a sales document (quote, sales order, invoice, etc.), you select products and services via a <strong>catalog popup<\/strong>. By default, this popup displays all active products or services. <\/p>\n<p>The <strong>Product\/Service popup filtering<\/strong> functionality allows you to:<\/p>\n<ul>\n<li><strong>Automatically filter<\/strong> the products and services displayed in the popup using a <strong>custom list<\/strong> (custom view \/ listview)<\/li>\n<li><strong>Configure a different default filter<\/strong> for each sales management module (Quotes, Orders, Invoices, etc.)<\/li>\n<li><strong>Allow or disallow<\/strong> the user to choose a list other than the default one<\/li>\n<\/ul>\n<h3>Who is this guide for?<\/h3>\n<ul>\n<li><strong>Administrators<\/strong>: to configure filtering for each sales management module<\/li>\n<li><strong>Users<\/strong>: to understand the popup behavior when selecting products\/services<\/li>\n<\/ul>\n<hr>\n<h2>2. Configuration (Administrator)<\/h2>\n<h3>2.1 Accessing the settings page<\/h3>\n<ol>\n<li>Go to <strong>Settings<\/strong> (gear icon)<\/li>\n<li>In the <strong>Module Management<\/strong> section, click on <strong>Sales Management: Product\/Service popup filtering<\/strong><\/li>\n<\/ol>\n<h3>2.2 Understanding the configuration table<\/h3>\n<p>The page displays a table with one row per sales management module:<\/p>\n<div style=\"overflow-x:auto\">\n<table>\n<thead>\n<tr>\n<th>Column<\/th>\n<th>Description<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td><strong>Module<\/strong><\/td>\n<td>The relevant sales management module (e.g., Quote, Sales Order, Invoice&#8230;)<\/td>\n<\/tr>\n<tr>\n<td><strong>Enabled<\/strong><\/td>\n<td>Enables or disables filtering for this module<\/td>\n<\/tr>\n<tr>\n<td><strong>Allow user to choose a list<\/strong><\/td>\n<td>If checked, the user can select another list in the popup. If unchecked, the default list is mandatory.<\/td>\n<\/tr>\n<tr>\n<td><strong>Default Product List<\/strong><\/td>\n<td>The custom list (custom view) of the Products module used by default in the popup<\/td>\n<\/tr>\n<tr>\n<td><strong>Default Service List<\/strong><\/td>\n<td>The custom list (custom view) of the Services module used by default in the popup<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n<h3>2.3 Configuring filtering for a module<\/h3>\n<ol>\n<li><strong>Check &#8220;Enabled&#8221;<\/strong> on the row of the desired module<\/li>\n<li><strong>Select a default Product list<\/strong> from the drop-down menu (the lists offered are those from the Products module)<\/li>\n<li><strong>Select a default Service list<\/strong> from the drop-down menu (the lists offered are those from the Services module)<\/li>\n<li><strong>Check or uncheck &#8220;Allow user to choose a list&#8221;<\/strong> according to the desired behavior<\/li>\n<li>Click <strong>Save<\/strong><\/li>\n<\/ol>\n<h3>2.4 Operating modes<\/h3>\n<h4>Free mode (Allow user to choose a list = \u2705)<\/h4>\n<ul>\n<li>The popup displays a <strong>list selector<\/strong> allowing the user to change the view<\/li>\n<li>The configured default list is <strong>preselected<\/strong><\/li>\n<li>If the default list is not available to the user, the popup reverts to standard behavior (all records)<\/li>\n<\/ul>\n<h4>Forced mode (Allow user to choose a list = \u274c)<\/h4>\n<ul>\n<li>The default list is <strong>mandatory<\/strong>: the user cannot change it<\/li>\n<li>The list selector is <strong>not displayed<\/strong> in the popup<\/li>\n<li>If the default list is not available to the user (insufficient permissions), the popup displays an <strong>error message<\/strong> prompting them to contact the administrator<\/li>\n<\/ul>\n<blockquote class=\"bq-important\">\n<p><strong>Important:<\/strong> In forced mode, there is <strong>no silent fallback<\/strong>. If the configured list is not accessible to the user, no product\/service will be displayed. This ensures that only authorized items are offered.  <\/p>\n<\/blockquote>\n<hr>\n<h2>3. Usage (User)<\/h2>\n<h3>3.1 Selecting a product or service in a sales document<\/h3>\n<ol>\n<li>Open a sales document (quote, order, invoice, etc.)<\/li>\n<li>Add or modify a product\/service line<\/li>\n<li>Click on the selection icon to open the <strong>catalog popup<\/strong><\/li>\n<\/ol>\n<h3>3.2 Popup with filtering enabled \u2013 Free mode<\/h3>\n<p>If the administrator has enabled filtering and allowed the choice of list:<\/p>\n<ul>\n<li>The popup opens with the <strong>default list preselected<\/strong>: only products\/services matching this list are displayed<\/li>\n<li>A <strong>list selector<\/strong> appears at the top of the popup<\/li>\n<li>You can <strong>change the list<\/strong> via this selector to display other products\/services<\/li>\n<li>Search and pagination function normally within the context of the selected list<\/li>\n<\/ul>\n<h3>3.3 Popup with filtering enabled \u2013 Forced mode<\/h3>\n<p>If the administrator has enabled filtering without allowing the choice:<\/p>\n<ul>\n<li>The popup opens directly with the <strong>list mandated by the administrator<\/strong><\/li>\n<li>There is <strong>no list selector<\/strong>: you cannot change the view<\/li>\n<li>If the configured list is not available for your account, an <strong>error message<\/strong> is displayed:<\/li>\n<\/ul>\n<blockquote>\n<p><strong>Configuration Error<\/strong><br \/>The default list configured for this popup is not available for your user. Please contact your administrator. <\/p>\n<\/blockquote>\n<p>In this case, contact your administrator to adjust the configuration or your permissions.<\/p>\n<h3>3.4 Popup without filtering<\/h3>\n<p>If filtering is not enabled for the current module, the popup functions normally and displays all active products\/services.<\/p>\n<hr>\n<h2>4. Usage examples<\/h2>\n<h3>Example 1: Restricting products by category<\/h3>\n<p>The company wants quotes to only display products from the &#8220;Software&#8221; category.<\/p>\n<ol>\n<li>Create a custom list in the <strong>Products<\/strong> module filtered on the &#8220;Software&#8221; category<\/li>\n<li>In the filtering settings, enable filtering for the <strong>Quotes<\/strong> module<\/li>\n<li>Select this list as the <strong>Default Product List<\/strong><\/li>\n<li>Uncheck <strong>Allow user to choose a list<\/strong> to enforce the filter<\/li>\n<\/ol>\n<h3>Example 2: Offering a modifiable default filter<\/h3>\n<p>The company wants invoices to display recent active products by default, while still allowing the user to access the entire catalog.<\/p>\n<ol>\n<li>Create a custom list in the <strong>Products<\/strong> module filtered on recent products<\/li>\n<li>In the filtering settings, enable filtering for the <strong>Invoices<\/strong> module<\/li>\n<li>Select this list as the <strong>Default Product List<\/strong><\/li>\n<li>Check <strong>Allow user to choose a list<\/strong><\/li>\n<\/ol>\n<hr>\n<h2>5. Frequently asked questions<\/h2>\n<h3>Does filtering also apply to services?<\/h3>\n<p>Yes. The settings allow you to define a separate default list for <strong>Products<\/strong> and for <strong>Services<\/strong>. Both popups are managed independently.  <\/p>\n<h3>Can I enable filtering for some modules and not others?<\/h3>\n<p>Yes. Each sales management module is configured independently. You can enable filtering only for Quotes and leave it disabled for Invoices, for example.  <\/p>\n<h3>What happens if the default list is deleted?<\/h3>\n<p>If the configured custom list is deleted or becomes inaccessible:<\/p>\n<ul>\n<li><strong>Free mode<\/strong>: the popup reverts to standard behavior (all records)<\/li>\n<li><strong>Forced mode<\/strong>: an error message is displayed in the popup<\/li>\n<\/ul>\n<h3>A user sees no products in the popup and an error message is displayed<\/h3>\n<p>This means that filtering is in <strong>forced mode<\/strong> and the configured default list is not accessible to this user. The administrator must: <\/p>\n<ul>\n<li>Verify that the custom list is shared with the user&#8217;s profile\/role<\/li>\n<li>Or modify the default list to choose one accessible to everyone<\/li>\n<\/ul>\n<h3>Does filtering modify the data in my existing documents?<\/h3>\n<p>No. Filtering only affects the <strong>popup display<\/strong> during selection. Products and services already added to documents are not impacted.  <\/p>\n<hr>\n<h2>Related references \ud83d\udd17<\/h2>\n<ul>\n<li><a href=\"https:\/\/www.kafinea.com\/en\/documentation\/catalog\/products\/\">Products<\/a><\/li>\n<li><a href=\"https:\/\/www.kafinea.com\/en\/documentation\/catalog\/services\/\">Services<\/a><\/li>\n<li><a href=\"https:\/\/www.kafinea.com\/en\/documentation\/catalog\/sourcing-management\/\">Sourcing Management<\/a><\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>\ud83d\udccd Where to find this module?Settings &gt; Module Management &gt; Sales Management: Product\/Service popup filtering 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&#8230;<\/p>\n","protected":false},"author":4,"featured_media":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_uag_custom_page_level_css":"","_kad_post_transparent":"","_kad_post_title":"","_kad_post_layout":"","_kad_post_sidebar_id":"","_kad_post_content_style":"","_kad_post_vertical_padding":"","_kad_post_feature":"","_kad_post_feature_position":"","_kad_post_header":false,"_kad_post_footer":false,"_kad_post_classname":"","footnotes":""},"doc_category":[771],"doc_tag":[],"class_list":["post-444589","docs","type-docs","status-publish","hentry","doc_category-settings"],"year_month":"2026-08","word_count":975,"total_views":"2","reactions":{"happy":"0","normal":"0","sad":"0"},"author_info":{"name":"David Valminos","author_nicename":"david","author_url":"https:\/\/www.kafinea.com\/en\/author\/david\/"},"doc_category_info":[{"term_name":"Settings","term_url":"https:\/\/www.kafinea.com\/en\/help\/settings\/"}],"doc_tag_info":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.1 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Help - Catalog popup filtering &#8226; Kafinea<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.kafinea.com\/en\/help\/settings\/catalog-popup-filtering\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Help - Catalog popup filtering &#8226; Kafinea\" \/>\n<meta property=\"og:description\" content=\"\ud83d\udccd Where to find this module?Settings &gt; Module Management &gt; Sales Management: Product\/Service popup filtering 1. 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