Search filters and example items

Get to know the item overview! Learn how to search for item data in the PlentyONE back end. See a few example items that come with new systems.

1. Searching for items and variations

Default search
Searching for items in a category
Searching for items in a client

Go to Item » Edit item.
Choose filters in the left column. Note Table 1.
Click on Search ().
→ The search results are displayed in an overview on the right.

It’s also possible to search for items that belong to a specific category.

Go to Item » Edit item.
Click on the Category tab in the left column.
Click on a category or a subcategory.
→ The items in this category or subcategory are displayed in the item overview.
Optional: Switch back to the Filter tab in the left column. Select additional filters to limit the search results even further.

Where do I find the subcategories?

Click on a category’s folder icon () on the far left. This displays the subcategories within.

Searching for items in any category again

Click on the Filter tab and remove the check mark next to With categories. The next search finds items in all of the categories.

Are you responsible for the item data in multiple plentyShops? Proceed as described below to search for the items that belong to a specific client (store).

Go to Item » Edit item.
Click on the Client tab in the left column.
Click on a client.
→ This client’s items are displayed in the item overview.

Combining a client with a category and filters

Click on a client’s folder icon () on the far left. Then click on one of the categories within the folder. The search results will be limited to items within a specific category and that belong to a specific client. Use the client search along with the filter settings listed in Table 1. This will limit your search results even further.

Searching for the items that are not available for a client

Place a check mark next to the words Not available and click on a client. The items that are not available for the client will be displayed in the item overview.

Why aren’t my items found?

Do you see the Active filter in the left column? Use this filter to specify whether you only want to search for items and variations that are currently activated for a plentyShop. This filter is set to Yes by default. Once you have many items and variations, this filter will help you edit your items quicker. However, it can also cause some confusion in the beginning because inactive items will not be found. Set the filter to No or ALL and search again.

Table 1. Filter settings for items and variations
Filter	Explanation
Table type	Should items and variations be grouped together in the search results? In other words, should the table list all of the possible variations or each item as a whole? Item = The overview only displays entire items. You will need to open the item data record if you want to see its variations. This is the default setting. Variations = The overview displays each individual variation. Extended = One item is displayed per line. Expand the item () to see its variations.
Item ID	Enter an ID to search for the item with this ID.
Variation ID	Enter an ID to search for the variation with this ID.
Variation number	Enter a variation number to search for the variation with this number. *Note: Use the character `%` to search for a partial number. Examples*: You want to search for the variation `AB1234`, but you only know the part `1234`. In this case, enter `%1234` into the search field. You want to search for all of the variations whose number begins with `NEW-`. In this case, enter `NEW-%` into the search field. You want to search for all of the variations whose number contains the word `blue`. In this case, enter `%blue%` into the search field.
Barcode	Enter a barcode to search for the variation with this code.
Item data	Enter item data, e.g. the item’s name, model, or an appropriate keyword. The search results display products that match this data. *Note: Only the item data that was activated for the search index will be taken into consideration. Searching through the item description*: Do you want to search for items whose description contains a particular keyword? Enter the keyword into this search field and select Browse description () further below.
Serial number	Enter a serial number to search for the item with this serial number.
SKU	Enter a SKU into the text field. Optionally, select the referrer from the drop-down list. This specifies which marketplace the given SKU refers to. The search results display products that were linked to this SKU.
Click to add tags	Click into the field and select a tag from the drop-down list. *Tip: Enter the first few letters of the tag’s name and then use the auto-complete function. Repeat the procedure to add any number of tags. The search results display products that were linked to these tags. Additional search filter: Use this search filter together with the option Tag search mode* further below.
Tag search mode	Do you want to search for variations that are linked to all of the selected tags or just one of the selected tags? Choose the appropriate search mode from the drop-down list. Or = The variation must have at least one of the selected tags. And = The variation must have all of the selected tags. *Additional search filter: Use this search filter together with the option Click to add tags* further above.
Note text	Enter text to search for items and variations that have notes containing this text.
Supplier variation number	Enter the item number of the supplier to search for the item with this number.
Type	Do you want to search for a particular type of item? Use this filter to narrow down the search results so that they only include default items, sets or multi-packs. *What about item bundles?: It’s also possible to search for item bundles or individual bundle components. Use the Bundle* filter to do so.
Browse description	Select this option () to search for a keyword in the item description. Enter the keyword into the Item data field further above. *Note*: Only the item data that was activated for the extended search index will be taken into consideration.
Item list	Do you want to search for variations whose item list option was set to visible or invisible?
Image	Do you want to search for items that have an image saved for them?
Flag 1; Flag 2	Select a flag or the option ALL from both of the drop-down lists. The search results only display items that have this combination of flags.
Manufacturer	Select a manufacturer or the option ALL. The search results only display items that are linked to this manufacturer. Select the option None to search for items that are not linked to any manufacturer. *Note*: This list only includes the manufacturer data records that you’ve already saved in PlentyONE.
ALL (List of attributes)	Select an attribute or the option ALL from the left drop-down list. Select an attribute value or the option ALL from the right drop-down list. The search results display products that were linked to this attribute value. *Note*: These lists only include the attributes and attribute values that you have already saved in PlentyONE.
Active	Do you only want to search for active items, i.e. items that are ready to be sold? Yes = Default setting. Search for all active items. ALL = Search for all items. The overview will display both active and inactive items. No = Search for inactive items.
Client (store)	Select a client (store) or the option ALL. The search results only display products that are linked to this client.
Available	Select an availability level or the option ALL. The search results only display products that are linked to this availability level.
Sales price	Select a sales price or the option ALL. The search results only display products that are linked to this sales price.
Shipping	Select a shipping profile or the option ALL. The search results only display products that are linked to this shipping profile.
Warehouse	Select a warehouse or the option ALL. The search results only display products that are linked to this warehouse.
Stock limit	This filter limits the search results so that they only include items that have a specific stock limitation. No limitation = The search results will only include items whose Limitation option was set to None. Limited to net stock = The search results will only include items whose Limitation option was set to To net stock. Do not administer the stock = The search results will only include items whose Limitation option was set to Do not administer stock for this variation. ALL = The search results will include items with any stock limitation setting. This is the default setting.
Stock	Select a stock level or the option ALL. The search results only display products that have this stock level.
Stock type	Select a stock type or the option ALL. The search results only display products that are linked to this type. No colli = Items of the type Colli will be excluded from the search.
Bundle	Do you want to search for item bundles or individual bundle components? Yes = The search results will only include items and variations that are the main item of a bundle. No = The search results will include items and variations that are neither the main item nor a component of a bundle. Component = The search results will only include items and variations that are components of a bundle. ALL = The search results will include item bundles and items that are not part of a bundle. This is the default setting.
Listing	Do you want to search for items that are part of a listing or an auction? Yes = The search results will only include items that are part of a listing or an auction, i.e. items with a yellow listing symbol (). No = The search results will only include items that are not part of a listing or an auction, i.e. items with a grey listing symbol (). Auction (yes) = The search results will only include items that are part of an auction. This means that the Type option was set to Auction. Shop item / fixed price (yes) = The search results will only include items that are part of a listing. This means that the Type option was set to Fixed price or Shop item. ALL = The search results will include items that are part of a listing and items that are not part of a listing. This is the default setting.
Store special	This filter limits the search results to items that are part of a store special. In other words, the filter searches for items that were marked as a Special offer, New item or Top item in the Global tab.
Age rating	You can use this filter to narrow down the search results so that they only include items with a specific age rating.
Updated from; Updated to	Select dates from the calendars. The search results only display products that were modified during this time period.
Product type	This filter narrows down the search results so that they only include items with a specific Amazon product type.
Allyouneed; Amazon Canada; Amazon FBA; … Zalando Zentralverkauf.de	Do you only want to search for items that are available on a specific marketplace? Visible = This market was selected in the variation’s Availability tab. Invisible = This market was not selected in the variation’s Availability tab. ALL = The search results include items that are available on this market and items that are not available on this market. This is the default setting. *Note: Here you’ll see a filter for each marketplace that was activated () in the menu Setup » Orders » Order referrer*.

2. Modifying the default search behaviour

You can customise the pre-defined search behaviour to meet your needs. For example, you can decide:

which sales price or barcode should be displayed in the item overview.
which item parameters should be included in the search index.

3. Working with the search results

Once you’ve used the search options on the left, you’ll see the search results displayed in an overview on the right. Click on an item in the overview to open it and edit the item data record.

3.1. Customising the columns and their sort sequence

Additional symbols appear when you move your cursor over the column headings. Use these symbols to customise the table so that it meets your needs.

Symbol	Explanation
	Which columns should be included in the table? Click on Customise the layout () and select the columns that you want to see ().
	Should certain columns be positioned further to the right or the left? If your cursor changes its shape (), then you can move the column. Simply click on the column header and drag the column to the desired position.
	Do you want numbers to be sorted in ascending or descending order? Click on the small triangle (), to change the sort sequence.

Symbol

Explanation

Which columns should be included in the table? Click on Customise the layout () and select the columns that you want to see ().

Should certain columns be positioned further to the right or the left? If your cursor changes its shape (), then you can move the column. Simply click on the column header and drag the column to the desired position.

Do you want numbers to be sorted in ascending or descending order? Click on the small triangle (), to change the sort sequence.

3.2. Symbols in the overview

Do you see the Procedures column in the table? The symbols in this column help you manage your items quickly and easily.

Symbol	Explanation
	Click on Edit item () to open the item data record. Alternatively, click directly on the item in the overview.
	Click on Visible in online store () to see what the item looks like in your plentyShop. If the symbol is crossed out, then the item is Invisible in the online store ().
	Click on Listing () to see an overview of all the listings or auctions with this item ID. If the symbol is greyed out, then there are no listings for the item.
	Click on New listing () to sell this item in a listing or auction on eBay.
	Click on Add note () to write a note for the variation.

Symbol

Explanation

Click on Edit item () to open the item data record. Alternatively, click directly on the item in the overview.

Click on Visible in online store () to see what the item looks like in your plentyShop. If the symbol is crossed out, then the item is Invisible in the online store ().

Click on Listing () to see an overview of all the listings or auctions with this item ID. If the symbol is greyed out, then there are no listings for the item.

Click on New listing () to sell this item in a listing or auction on eBay.

Click on Add note () to write a note for the variation.

Additional symbols in the item data record

Once you’ve opened an item, you will see additional symbols in the row of tabs.

3.3. Searching for variations within an item data record

Items always include one or more variations. When you open an item, the first variation, i.e. the main variation, will automatically open as well. But how do you access an item’s additional sub-variations? Proceed as described below to search for an item’s variations.

Searching for variations within items:

Go to Item » Edit item.
Search for and open the item.
Click on the Variations tab.
Select the Filters. Note Table 2.
Click on Search ().
→ The filtered variations will be displayed within the item data record.

Table 2. Searching for variations within an item data record
Filter	Explanation
ID	Enter the ID to search for the variation with this ID.
Variation No.	Enter the variation number to search for the variation with this number.
External variation ID	Enter the ID to search for the variation with this external variation ID.
Barcode	Enter the barcode to search for the variation with this barcode.
Attributes	Select an attribute value or ALL to search for variations with this attribute value. Attributes are loaded dynamically. As such, only attributes linked with variations are displayed.

Would you prefer to search for variations directly in the main overview?

Use the filters described in Table 1 to see variations in the main overview rather than within an item data record. In the Table type filter, choose the option Variations or Extended. Also use the Variation ID or Variation number filter to search for specific variations.

4. Example items

4.1. Understanding the example items

Your PlentyONE system contains some example items and variations. They will help you understand the structure of items and variations before entering your own data.

We will give you a brief overview of the item structure using these examples.

4.1.1. Displaying the example items

Displaying example items:

Go to Item » Edit item.
Click on Search in the top left corner.
→ The item overview displays the example items.
Open the following items:
- The single item “Lounge chair Floating Water” (item ID 123)
- The variation item “Two-seater Paradise Now” (item ID 132)
Click through the tabs of both the items and the variations to familiarise yourself with the settings.
→ Table 3 compares both items.
Test the inheritance functionality:
1. Link the variation 1065 of item 132 to another category in the Categories tab.
  → The previously inherited variation category is saved directly.
  → The inheritance is deactivated.
2. Click on Activate inheritance.
  → The category you linked is removed.
  → The category of the main variation is applied.

Table 3. Single and variation items
	Single item	Variation item
Item ID	123	132
Name 1	Lounge chair Floating Water	Two-seater Paradise Now
Main variation ID	1021	1030
Main variation purchasable	Yes *Tip:* For single items, the product should match the main variation.	No *Tip:* For variation items, the main variation should not be a purchasable product. In this case, the main variation only exists to supply the variations of the item with data through inheritance.
Variation ID	—	1065 - red 1066 - white
Manufacturer	A & C Design	Exclusive Leather
Sales price	Price RRP	Price RRP *Tip:* Variations do not inherit prices from the main variation.
Category	Living room » Armchairs & Stools	Living room » Sofas *Tip:* Variations inherit the category from the main variation.
Attribute value combination (Attribute:Attribute value)	---	1065 - Couch color:red 1066 - Couch color:white *Tip:* The main variation is not linked to any attribute.
Client (store)	Standard Shop	Standard Shop *Tip:* Variations inherit the client from the main variation.

4.2. Deleting the example items

Now that you have examined the example items, they have served their purpose and you can delete them. This way, you can ensure that you start off with a clean system that does not contain any unnecessary data. The fastest way to delete the example items is to use the group function.

Deleting the example items using the group function:

Go to Item » Edit item.
Set the Active filter to ALL.
Click on Search.
→ All items saved in the system are displayed.
Click on the checkbox in the top left corner to select all of the displayed items.
Click on Item group function.
→ The Item group function window opens.
Select Delete item.
Click on Execute.
→ All items are deleted from the system.