Reviewing and Approving Supplier Catalogs

Learn how Catalogs work within Unimarket and how you can access and review catalogs.

  • Supplier Catalog Not Visible in Marketplace

    If users cannot see a supplier's catalog in the Marketplace. Users with the Community Administrator, Community Supplier Administrator, Community Features, Community Management or Community Profile roles, can use the below instructions for troubleshooting.

     

    Access Manage Catalogs Screen

    Check to see if the supplier has a buyer group assigned, by going to Administration module > click Catalogs > select Filters.

     

    In the Availability field, select Needs Buyer Group > in the Supplier field, select the applicable supplier named > click Apply Filter.

     

    Select Actions dropdown > click Settings > select Buyer Group field, insert the desired option > click Save. 

    Note: If the desired buyer group does not populate, please refer to Buyer Groups to create one.

     

  • Catalog Approval

    When the Catalog Approval setting is enabled, users with the Catalog Reviewer or Community Administrator role can accept/decline supplier's new or update hosted catalog item(s).

    To enable the Catalog Approval setting, reach out to your Customer Success Manager.

    Once suppliers create a new catalog and/or update an existing catalog, an email notification will be sent to:

    • The email address inbox assigned to the Community's Supplier Comments field and
    • Any users with the Catalog Reviewer role.

     

    Accepting/Declining New Catalogs:

    Users with the Catalog Reviewer or Community Administrator role can accept/decline a supplier's new catalog, by going to the Administration module > select Catalogs.

     

    The Manage Catalog screen will populate. To locate new catalogs, in the Review State field, select New Catalog > in the Availability field, click Needs Review > click Apply Filter.

     

    For the desired catalog, select Actions > click View.

     

    The Catalog View screen will appear, to review the items. To export all the draft products, select More Actions > click Export Draft Products, if desired. For additional information, refer to help article 

     

    Each supplier must have (at least) one assigned buyer group to ensure visibility for buyers in the Marketplace.

    To accept the catalog after review, select Accept > a pop-up box will appear > in the Buyer Group field, insert the desired buyer group > click Accept.

    When a new catalog is approved and a buyer group is assigned, the supplier will receive a notification advising the catalog availability.

    Note: If user would like to send an additional catalog related messages to the supplier, refer to help article Supplier Catalogs Overview.

     

    To decline the catalog after review, select Decline > a pop-up box will appear > in the text box, add required message that will be sent to the supplier > click Decline.

     

    The supplier will receive a decline notification with the message inserted by user.

    Note: If user would like to send an additional catalog related messages to the supplier, refer to help article Supplier Catalogs Overview.

     

    Accept/Decline Updated Item(s) of Existing Catalogs

    When suppliers update their existing catalog, users with the Catalog Reviewer or Community Administrator role, can accept/decline the updated catalog. 

    Go to the Administration module > select Catalogs > click Filters.

     

    In the Review State field, select Accepted (New Draft) > click Apply Filter > select Actions > click View.

     

    The Catalog View screen will appear, to review the items. To export active products and/or export draft products, select More Actions > click Export Active Products or Export Draft Products, if desired. For additional information, refer to help article 

     

    The Draft Products tab will list the changes proposed with an up or down arrow next to each product line indicating a price increase or decrease.

     

    Clicking the Item Name will take the user to the View Product Details screen. The changes made to the product will be highlighted in yellow.

     

    To accept the catalog after review, select Accept > a pop-up box will appear > in the Buyer Group field, update the buyer group in the Buyer Group field, if desired > click Accept.

    When an updated catalog item(s) is approved and a buyer group is assigned, the supplier will receive a notification advising the catalog availability.

    Note: If user would like to send an additional catalog related messages to the supplier, refer to help article Supplier Catalogs Overview.

     

    To decline the updated item(s) after review, select Decline > a pop-up box will appear > in the text box, add required message that will be sent to the supplier > click Decline.

    The supplier will receive a decline notification with the message inserted by user.

    Note: If user would like to send an additional catalog related messages to the supplier, refer to help article Supplier Catalogs Overview.

     

    Assign a Buyer Groups/Catalog Tags

    Each supplier must have (at least) one assigned buyer group to ensure visibility for buyers in the Marketplace.

    Users with the Catalog Reviewer or Community Administrator role can add a buyer group and catalog tags (if desired) to a supplier's catalog, by going to the Administration module > select Catalogs.

     

    The Manage Catalog screen will populate, to locate the desired catalog > in the Availability field, click Needs Buyer Groups > click Apply Filter.

     

    For the desired catalog, select Actions > click Settings > in the Buyer Group, select the desired buyer group. If desired, in the Catalog Tags field, assign a catalog tag.

    Once completed, select Save.

     

  • Supplier Catalogs Overview

    When supplier upload a new hosted catalog from their supplier profile, an email notification to review will be sent to:

    • The email address inbox assigned to the Community's Supplier Comments field and
    • Any users with the Catalog Reviewer role.

    A user with the Catalog Reviewer role or Community Administrator can review the new hosted catalog, assign Buyer Group(s) and Catalog Tags. If the desired buyer group does not populate, please refer to help article Buyer Groups, to create one.

    Each supplier must have (at least) one assigned buyer group to ensure visibility for buyers in the Marketplace.

    Note: If the Community has the Catalog Approval setting enabled, refer to the Catalog Approval help article for instructions of accepting/declining new catalogs.

     

    Access Catalogs

    Users with the Catalog Reviewer or Community Administrator role can review all supplier catalogs, by going to the Administration module > select Catalogs.

     

    The Manage Catalogs screen will populate, displaying all supplier catalogs with the Community.

    Specific supplier catalogs can be searched by using the Search Catalog and/or Availability fields. To customize the search, select Filters. 

     

    Once Filters is selected, additional fields will populate, such as: Supplier and Review State.

    For detailed information about the Filter fields and options provided, see below:

    Search Catalog: Locate specific catalog name.

    Availability: Shows if the catalog is accessible to community users.

    • Needs Buyer Groups displays when Buyer Groups need to be assigned to the catalog.
    • Open displays when the catalog is available to the Buyer Groups you have assigned.
    • Declined displays when the catalog has been declined by the Administrators and the Supplier is advised of the reason provided.  
    • Expired displays when the catalog is past the end date provided by the supplier.

    Supplier: Locate specific supplier name as shown on the supplier's profile, in Unimarket.

    Review State: Displays the current state of catalogs, including if actions to be taken.

    • New Catalog displays when the catalog requires review or Buyer Groups need to be applied.
    • Accepted displays when the catalog is available for your buyers to purchase from.
    • Accepted (New Draft) displays when the supplier has updated a previously accepted catalog and the changes require review.
    • N/A displays when then catalog has expired or has been declined by an Administrator.

    The column headers on the Manage Catalogs screen provide additional significant information at a glance.

    • Catalog Name: The catalog name designated by the supplier.
    • Supplier: The supplier name as shown on the supplier's profile, in Unimarket.
    • Type: Catalog Classification (Standard/Hosted Catalog or Roundtrip)
    • Catalog Tag: Name of tag created by the Community and assigned to the specific catalog.
    • Updated On: The date when the supplier created or updated the catalog.
    • Review State: Current state of catalogs, including if actions to be taken.
    • Availability: Shows if the catalog is accessible to community users.

     

    Assign Buyer Groups

    Each supplier must have (at least) one assigned buyer group to ensure visibility for buyers in the Marketplace.

    Users with the Catalog Reviewer or Community Administrator role can add a buyer group and catalog tags (if desired) to a supplier's catalog, by going to the Administration module > select Catalogs.

     

    The Manage Catalog screen will populate, to locate the desired catalog > in the Availability field, click Needs Buyer Groups > click Apply Filter.

     

    For the desired catalog, select Actions > click Settings > in the Buyer Group, select the desired buyer group. If desired, in the Catalog Tags field, assign a catalog tag.

    Once completed, select Save.

     

    Send a Catalog Comment to Suppliers

    The Community and supplier can exchange messages (i.e. ask questions, request changes and/or updates) during the catalog review process.

    A comment is automatically created when a new catalog begins, notifying both parties via email:

    • The community's email notification will be sent to the inbox assigned to the Community's Supplier Comments field. If no email address is listed, the notification will utilize to the Default email address.
    • The supplier's email notification will be sent to the inbox assigned to the Supplier's Customer Comments field. If no email address is listed, the notification will utilize to the Default email address.

    Users with the Catalog Reviewer or Community Administrator role can add a comment, by going to the Administration module > select Catalogs.

     

    The Manage Catalog screen will populate, to locate the desired catalog and select the Catalog Name. 

     

    Once selected, the desired catalog view screen will appear > select Comments tab > click +Add Comment > a pop-up screen will appear > in the Mentioned users, select the desired community user > in the text box, insert desired message > click Send.

     

    Export Active Products

    Users with the Catalog Reviewer or Community Administrator role can export supplier hosted catalogs (in the Accepted Review State) in CSV format from the Catalogs screen. This is useful if the community desires to review catalogs.

    To export active products, by going to the Administration module > select Catalogs.

     

    The Manage Catalog screen will populate, select Filters.

     

    In the Review State field, select Accepted > click Apply Filter > select the desired catalog name.

     

    The desired catalog view screen will populate > select More Actions > click Export Active Products > a pop-up box will appear > select here hyperlink.

     

    The Background Jobs screen will populate > once the Catalog Export is in a Finished state, select Download. 

     

    Export Draft Products

    Users with the Catalog Reviewer or Community Administrator role can export supplier hosted catalogs (in the Accepted New Draft state) in CSV format from the Catalogs screen.

    This is useful if the community desires to compare items on the existing catalog with the new/updated catalog. To export existing catalog, refer to instructions above under Export Active Products header. 

    To export draft products, by going to the Administration module > select Catalogs.

     

    The Manage Catalog screen will populate, select Filters.

     

    In the Review State field, select Accepted (New Draft) > click Apply Filter > select the desired catalog name.

     

    The desired catalog view screen will populate > select More Actions > click Export Draft Products > a pop-up box will appear > select here hyperlink.

     

    The Background Jobs screen will populate > once the Catalog Export is in a Finished state, select Download.