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Modifying the default search behaviour

The Item » Edit item menu provides an item search function and the associated item overview. In the following, you will learn how to use the item search effectively.

1. Deciding which prices and barcodes should appear in the item overview

You can set which sales price and/or which barcode is displayed in the columns of the item overview. If you do not set a preference, the first sales price and/or barcode saved for the variation is displayed.

Customising the item overview:

  1. Go to Setup » Item » Settings.

  2. For the option Prioritised price in item overview, select the sales price to be displayed in the Sales price column of the item overview.
    → For variations that are not linked to this sales price, one of the saved prices is displayed.

  3. For the option Prioritised barcode in item overview, select the sales price to be displayed in the Barcode column of the item overview.
    → For variations that are not linked to this barcode, one of the saved barcodes is displayed.

  4. Save the settings.

2. Setting up the back end item search

Go to Setup » Item » Search » Back end » Search index to set up searching for items in the Item » Editing items. To do so, you define those item parameters to be added to the search index. These parameters will then be searched during an item search in the back end.

The search index is set up automatically when a new item are created. The search index is updated the night after you imported the items. A maximum of 3000 items are added to the search index at a time. As such, if more than 3000 items are saved in the system, it can take several nights to update the search index.

In the Item catalogue tab, you can see how many items are included in the search index. In the Item characteristics tab, you can see how many items with characteristics are included in the search index.

In the Setup » Item » Search » Back end » Search index menu, you can start updating the search index manually.

Old online store Callisto with default search

If your online store is still based on the old design Callisto and the option Default search is activated in the Setup » Client » Select client » Online store » Item search menu, the index of the back end item search is also used for searching items in the front end.

2.1. Setting up the default index

With the default index, you define parameters that are indexed in the search index and taken into account when performing an item search in the back end. Proceed as described below to set up the default index.

Avoid changing the search index

Avoid changing the search index. After any change, the search index is rebuilt from scratch. If you have a lot of items, this may take a long time.

Setting up the default index:

  1. Go to Setup » Item » Search » Back end » Search index.

  2. Click on the Default index tab.

  3. Activate the parameters that are taken into account when performing an item search.

  4. Save the settings.
    → The selected parameters are used to search for items in the back end.

2.2. Setting up the extended index

In addition to the default index, you use the extended index to activate parameters that are taken into account when performing an item search with the Browse description option in the search area of the Item » Edit item menu. Proceed as described below to set up the extended index.

Setting up the extended index:

  1. Go to Setup » Item » Search » Back end » Search index.

  2. Open the Extended index tab.

  3. Activate the parameters that are taken into account when performing an item search with the Browse description option in the search area of the Item » Edit item menu.

  4. Save the settings.
    → The selected parameters are used to search for items in the back end when the option Browse description is activated.

2.3. Manually updating the item search index

The Setup » Item » Search » Back end » Search index » Tab: Overview shows how many items are saved in the system and how many items are in the search index.

The search index is updated automatically when you create a new item. The search index is updated the night after you imported the items. If you want to index items faster, start the indexing process manually.

Proceed as described below to manually build the item search index.

Manually updating the item search index:

  1. Go to Setup » Item » Search » Back end » Search index.
    → The Overview tab opens.
    Indexed items shows the number of items per language that are in the search index.
    Total number of items shows the number of items in the plentymarkets system. This number includes recently imported items and items that are not yet indexed.

  2. Click Set up an item search index to update the search index immediately.
    → The item search index is filled with the data of the first 3000 items.

  3. To index more than 3000 items, click on Set up a property search index again once the option can be selected again.
    → The item search index is filled with the data of the next 3000 items.

  4. Repeat until all items are indexed.

2.4. Manually updating the characteristics search index

The Setup » Item » Search » Back end » Search index » Tab: Item characteristics shows how many items with properties are saved in the system and how many items with properties are in the search index.

The search index is updated automatically when you create a new item with characteristics. The search index is updated the night after you imported the items. If you want to index items faster, start the indexing process manually.

During each run, a maximum of 3000 items are added to the search index. This is the case both when the indexing is started automatically and when you start the process manually. Only one cycle is carried out overnight. As such, if more than 3000 items are saved in the system, it can take several nights to update the search index. To add items to the search index more quickly, manually build the characteristics search index. Proceed as described below to manually build the property search index.

Manually updating the characteristics search index:

  1. Go to Setup » Item » Search » Back end » Search index.

  2. Click on the Item characteristics tab.
    Indexed items with characteristics shows the number of items with characteristics per language that are in the search index.
    Total number of items with characteristics shows the number of items with characteristics in the plentymarkets system. This number includes recently imported items and items that are not yet indexed.

  3. Click Set up a characteristics search index to update the search index immediately.
    → The characteristics search index is filled with the data of the first 3000 items with characteristics.

  4. To index more than 3000 items with characteristics, click on Set up a characteristics search index again once the option can be selected again.
    → The characteristics search index is filled with the data of the next 3000 items with characteristics.

  5. Repeat until all items are indexed.

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