Summary (TL;DR): Bulk assign Location and Department access to existing catalog items using a CSV import to streamline procurement visibility.
Prerequisites
Superuser access or specific Settings and Procure permissions.
An existing list of Catalog Items already created in Procurify.
Note: This process only adds permissions; it cannot be used to remove existing access in bulk.
Procedure
1. Export Current Catalog Data
To ensure data accuracy, begin by exporting your current item list.
Navigate to the Procure tab and select Product Catalog.
Click Export CSV in the top right corner and save the file.
Best Practice: Also export a list of your Departments and Locations to ensure the names you enter in the template are an exact match.
2. Prepare the Import Template
Navigate to Settings > Import Data.
Locate the Catalog Permissions section and click Download Template.
Copy the Catalog Item names from your export and paste them into Column A of the template.
Fill in the Location and Department columns based on the following logic:
Excel Column | Column Name | Description | Required |
Column A | Catalog Item | Must match an existing Catalog Item name. This field is case-sensitive. | Yes |
Column B | Location | Option 1: Enter one existing Location name.
Option 2: Enter | Yes |
Column C | Department | Option 1: Enter one existing Department name.
Option 2: Enter | Yes |
3. Upload and Sync
Review the file to ensure no special characters (e.g., ™, ®, ©, { }) are present.
Return to Settings > Import Data.
Click Import CSV next to Catalog Permissions.
Select your file and click Import.
Next Steps
Verify that items are appearing correctly for users in the requested Locations. If users still cannot see items, review your How to set up Catalog Permissions guide to ensure the overarching permission structure is active.