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How to Create Item Groups

Start using item groups to manage access more precisely and simplify purchasing.

TABLE OF CONTENTS

When to Use Item Groups 

Item Groups can help you categorize and manage your company items more efficiently.

To enable the Product Groups feature, contact our Support Team via in-app chat or at support@precoro.com.

An example of using Item Groups:

You have items that are available to order only from the Head Office, and you have products that are available for other locations. In this case, you should use Item Groups: Head Office and General. The Head Office Group will be available only for an office manager or admin from the Head Office, and the General Group will be open to all users.

How to Create and Assign Item Groups

To start using the Item Groups, follow these simple steps below:

1.  Open the Item Groups (Item Groups for precoro.us) management page in the Item Management section.

2. Click on the Add Group button and enter the necessary information.

3. Once done, click on the green checkmark in the Edit field.

💡 Please note: Ensure you have an active checkmark in the Enabled field. If you uncheck it, the Group will be deactivated, and you won't be able to use it when assigning items.




4. Assign items to a specific product group on the Item Management page. You will only see the available Groups after clicking on the Show Groups button.



5. Set up the available Groups for users on the User Management page.

How to Add All Items of One Category to a Group

If you use the Category custom item field to categorize your items, you can add items from one category to a group in bulk. Here's how to do it:

  1. Create the necessary group.

  2. Navigate to the Item Management page and click Update Items.

  3. On the Update Items page, select the category value (the field name is established on the company level), then download the template. It will contain all items with the selected category.

  4. Open the file and enter the necessary group (Item Groups column) for all items with the tools available in your software. Follow the directions in the template to fill it out correctly, and don't forget to delete the rows with the tips.

  5. Upload the file to Precoro on the Update Items page.

Filter Template by Category

How Item Groups Affect Item Visibility

Item Groups control which items you can see and select, depending on where you're working in Precoro—the Item Catalog module or the Add catalog item option inside a document (Purchase Order, Purchase Requisition, Invoice, etc.).

Adding Catalog Items to a Document

When you click Add catalog item inside a document, Precoro shows you only the items from the Item Group(s) you have access to.

💡 Please note: If Item Groups are enabled for your company but no groups have been created yet, you won't see any items when adding a catalog item to a document—the list will be empty. Create and assign at least one Item Group before your team starts building documents this way.

items-groups

Browsing the Item Catalog module

What you see here depends on your module permissions:

  • With View or Create access. You'll see items from your Item Group(s) and any items not assigned to a group.
  • Without View or Create access. You'll see only items from your Item Group(s). Items with no group stay hidden.

💡Please note: Items created via the Add New Item button in the document don't belong to any Item Group, so you won't be able to find them in the Item Catalog module afterward without View or Create access.

Item Groups on the Item Management Page

The rules above apply to the Item Catalog module and to documents. The Item Management page ,where you view and edit item details, works differently:

  • Seeing which group is assigned. Regardless of your role in Item Management, your Item Group access determines what you see: if you don't have access to the Item Group assigned to an item, you won't see that the item is assigned to any group at all.
  • Viewing and editing the Item Group field. Both View and Create roles let you see the Item Groups available to you. Only the Create role lets you edit the field, regardless of whether you have access to the Item Group currently assigned to the item.