In this video, you'll see how enhanced visibility settings let you control which users and teams can access specific miscellaneous items while ensuring commonly available items remain visible to everyone. This helps reduce clutter, simplifies item selection, and gives you greater control over who can use specialized or restricted miscellaneous items without impacting existing sales.
SOP: Manage Miscellaneous Item Visibility by User or Team
Objective
This SOP explains how to control which users or teams can see and add specific miscellaneous items in the Inventory module. It helps ensure only authorized personnel can select approved miscellaneous items during the sales process.
Key Steps
1. Confirm the visibility behavior and scope 0:01
Miscellaneous items now display only to users who are authorized to see and add them.
Users will still see:
Items available to everyone
Items assigned to their individual user account
Items assigned to their team
This change does not affect existing sales that already include miscellaneous items.
2. Navigate to the Miscellaneous Items area 0:23
Go to Inventory.
Open the Miscellaneous Items section.
Use this area to manage item visibility settings for users and teams.
3. Choose how to assign visibility 0:31
There are two ways to control visibility:
Individual item editing
Bulk editing
Use individual editing when updating one miscellaneous item.
Use bulk editing when updating multiple miscellaneous items at once.
4. Add visibility to a single miscellaneous item 0:41
Find the miscellaneous item you want to update.
Click the visibility/eyeball icon for that item.
Review the current visibility settings.
If the item is visible to all users, narrow access by adding specific users or teams.
5. Assign a user to the miscellaneous item 1:18
Click + User/Team.
Open the dropdown and search for the user.
Select the user.
Click Update.
Verify the item is now visible only to that selected user (unless other users/teams are also assigned).
6. Assign a team to the miscellaneous item 1:39
Click User/Team to open the assignment list.
Select the appropriate team, such as a sales team.
Click Update.
Confirm all members of that team can now see and use the miscellaneous item.
7. Remove a user or team from visibility 1:59
Locate the user or team currently assigned to the item.
Click the trash can icon next to the user or team.
Confirm the removal if prompted.
Verify the item visibility updates accordingly.
8. Use Bulk Edit to update multiple miscellaneous items 2:08
Click Bulk Edit to view all miscellaneous items.
Choose one of the following:
Select All to update every item shown
Manually select only the items you want to change
Use this method when multiple items need the same visibility settings.
9. Add users or teams through Bulk Edit 2:27
In Bulk Edit, open the dropdown menu.
Select Add User Team.
Choose the user or team you want to add.
Apply the update to the selected miscellaneous items.
Confirm the visibility settings were saved successfully.
10. Verify the visibility status 2:35
After adding a user or team, check the visibility icon.
A green visibility icon indicates the item now has assigned visibility settings.
Use this as a quick confirmation that the item is restricted to authorized users or teams.
Cautionary Notes
Existing sales that already include miscellaneous items are not changed by these visibility updates.
Be careful not to remove visibility access from users or teams that still need the item for active workflows.
Confirm the correct user or team before clicking Update to avoid restricting access incorrectly.
Bulk edits can affect multiple items at once, so review selections carefully before saving.
Tips for Efficiency
Use Bulk Edit when multiple miscellaneous items need the same visibility rules.
Assign visibility by team when several users need the same access; this reduces manual updates.
Use the green visibility icon as a fast visual check after saving changes.
Keep visibility rules aligned with sales roles to simplify item selection and reduce unauthorized item use.