Item Editor and Grids Perfion Data Editing Guide
Find any item in a click, edit hundreds at once, and check every variant side by side.
The main grid and the item editor are where product data is edited in Perfion. The main grid loads the items you select with a categorizer or a search, in the columns of a view, and lets you edit one cell or many at once. The item editor opens one item with all its data, grouped, with every language side by side. Compare Items puts two to four items next to each other and highlights what differs, and Previous Values keep earlier values ready to restore.
At a glance
- Perfion name
- Main grid and Item editor
- Where
- The web clientMain gridItem editorItem DetailsThe item editor is also in the Windows client
- Used by
- Product editors and data managersWithin the rights in each user profile
- Works with
- CategorizersFiltered ValuesCompare Items
- Grid layouts
- 4 main grid layouts▤Table▣Grid↕Dynamic▦Card
How editing works in Perfion, from finding to fixing
The main grid works across many items. The item editor works down one item. Both edit the same live record.
Find the items
A categorizer, a left-side search or Global search selects exactly the items a task is about.
Work on many in the grid
The main grid shows them in the columns of a view. Edit one cell, or apply one value to many items at once.
Open one item in full
The item editor shows all the data for one item, grouped, with every language side by side.
Check side by side
Compare Items puts two to four items next to each other and highlights every value that differs.
Undo what went wrong
With Previous Values, any earlier value can be restored, and deleted items wait in the Recycle Bin.
Spreadsheets vs Perfion grids: what changes when everyone edits one record
In a spreadsheet, every editor works on a copy. In Perfion, everyone edits the same live product record, in the grid or in the item editor.
| Editing task | Spreadsheets | Perfion grids and item editor |
|---|---|---|
| Finding the right items | Scroll, filter and hope the file is the latest copy. | A categorizer, a search or a filter selects them from the live record. |
| Seeing the right columns | Hide and unhide columns in every copy of the file. | A view loads the columns a task needs, and customized views are shared with every user. |
| Completing one product | One very wide row, with the empty cells off-screen. | The item editor shows all its data, grouped, and can show only the empty fields. |
| One value on many items | Fill down, then check nothing else moved. | Multi-cell editing applies one value to every selected cell in a feature. |
| Find and replace | Replace across the sheet, including cells nobody meant to change. | Replace works on one feature, for the selected items or every item in the current search. |
| Checking variants | Two windows side by side, and sharp eyes. | Compare Items shows two to four items together and highlights every difference. |
| Translations | A separate sheet per language, copied back and forth. | Languages sit side by side as columns, and Google Translate or DeepL can fill empty fields. |
| Undoing a mistake | Hope someone kept last month’s file. | Previous Values lists the earlier values of a cell for restore, and deleted items wait in the Recycle Bin. |
See how your own team would find, edit and check items in Perfion.
See it on your product data →Perfion editing capabilities: eight ways to work faster and safer
Each capability shows what it does in Perfion and what it is worth to the business.
Operational Reality (Capabilities)
Items are found from the left pane or with global search. A categorizer selects every item in a category with one click, and its Untagged node selects the items that are in no category yet. Left-side searches find items with a combination of values, and every criterion must match. Global search, when your administrator activates it, offers Quick Search by keyword, such as an item number, EAN or colour, and Advanced Search by feature, operator and value. Your administrator decides which fields can be searched.
- One-click categories, including Untagged
- Searches that combine several values
- Quick Search and Advanced Search across all items
Executive ROI Value
Editors start from the exact set of items a task is about, instead of scrolling or exporting to find them.
- Less time spent looking for items
- Fewer items missed in a change
Operational Reality (Capabilities)
The main grid shows the selected items in one of four layouts: Table, the most compact, with one line per item; Grid, with room to show images; Dynamic, with rows that grow to show long texts in full; and Card, for browsing, which cannot be edited. A view loads a set of columns for a purpose: Simple, All, standard views, group views that match the item editor, and customized views, shared with every user when your administrator enables them. The Column Chooser only offers features a user can at least read.
- Table, Grid, Dynamic and Card layouts
- Views for each purpose, shared with every user
- Only features a user may read are offered
Executive ROI Value
Each task gets a focused screen, so editors see what they need and nothing that distracts them.
- Faster, more focused editing
- One shared way of looking at the data
Operational Reality (Capabilities)
A filter narrows the items in the grid. Predefined filters are ready for anyone to apply and can also set the columns to load; editors can build their own from a feature, an operator and a value, with operators such as IN, BETWEEN, HAS and NOT HAS. A cell’s value can be used as a filter, filters can be stacked, and a filter on any value searches every page of a large grid. Show Family brings parents, or parents and siblings, back into a filtered grid, shown in italics.
- Shared predefined filters
- Operators such as IN, BETWEEN, HAS and NOT HAS
- Parents and siblings shown with Show Family
Executive ROI Value
Recurring checks, such as items with no web image, become a filter anyone can apply, not a manual hunt.
- Gaps found in seconds
- Variants always seen with their parent
Operational Reality (Capabilities)
With multi-cell editing, a value entered once is applied to every selected cell in a feature, and values can be deleted the same way. A value can be copied from one cell to many, pasted in from Excel or another application, and the grid can be copied out to Excel. Replace changes a text, string, number, link or date value, or swaps one selectable value for another, on the selected items or on every item in the current search. Items can also be copied, grouped under a new virtual item, or moved to another category.
- One value to many items in one step
- Copy and paste within the grid and with Excel
- Replace on selected items or the whole search
Executive ROI Value
Range-wide changes, such as a new finish or a corrected weight, take minutes instead of a day of row-by-row edits.
- Hours saved on every range update
- No half-finished changes left in between
Operational Reality (Capabilities)
The item editor focuses on one item and shows all the data you have access to, grouped in Top View Groups, with Show all to load everything. It shows where the item sits in its hierarchy, so a parent is one step away, and several editors can be open at once. Feature filters narrow the fields to those that are empty, populated or localizable. In the Item Details work mode, the same editor sits next to the main grid, so you can move from item to item without opening and closing it.
- All the data for one item, grouped
- Empty or populated fields found in a moment
- Item after item with Item Details
Executive ROI Value
New and complex items are completed in full, because missing fields are easy to see.
- Fewer incomplete items reaching channels
- Faster launch of new products
Operational Reality (Capabilities)
By default the grid shows your own data language. More languages can be added as columns, so translations of Localizable features are edited side by side, and translated pick list values can be shown for checking. The item editor gives each language its own column, or stacks them when there are many. With Google Translate or DeepL activated by your administrator, an empty field can be filled with a suggested translation from the master language, which editors then refine. A translation never overwrites an existing text.
- Languages as columns in the grid and item editor
- Google Translate or DeepL suggestions
- Existing texts are never overwritten
Executive ROI Value
Translators and reviewers work in the product record itself, so no language falls behind in a separate file.
- No translation sheets to merge back
- Faster launches in new markets
Operational Reality (Capabilities)
Compare Items shows two to four items that share the same base feature next to each other. One item is the base item, and every value that differs from it is highlighted; a switch shows only the features where at least one value differs. Values can be copied from one item to the others, one value or all of them, changes can be undone per item or for all, and saved per item or in one go. Unsaved changes are flagged before you leave.
- Up to four items compared
- Only the differences, highlighted
- Values copied between items, with undo
Executive ROI Value
Variants are checked against each other before release, so one wrong value does not reach a customer.
- Fewer wrong variants listed
- Faster sign-off of new ranges
Operational Reality (Capabilities)
Perfion keeps a full log of value changes. With Previous Values activated by your administrator, the earlier values of any cell on any item can be listed, and any one of them restored. Deleted items go to the Recycle Bin, which lists the deleted items of the same type, and they can be restored one by one.
- A full log of value changes
- Earlier values of any cell, ready to restore
- Deleted items restored from the Recycle Bin
Executive ROI Value
A wrong paste or a deleted item is put right in minutes, not rebuilt from old files.
- Mistakes reversed, not re-keyed
- Confidence to make bulk changes
5 Core Concepts of Fast, Safe Editing
The first two are about finding and seeing the right data. The last three are about editing it safely.
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Concept 01 · Start from the exact items a task is about
Find the Right Set First
The product data problem it solves
Editors scroll through thousands of rows, or export everything to Excel, just to find the items a change is about, and some are always missed.
The concept explained
Every editing task is about a set of items: one range, one supplier’s products, everything still missing a web image. The faster and more precisely that set is found, the safer the change. In Perfion, a categorizer gives a category in one click, left-side searches combine values that must all match, and a filter narrows the grid further with operators such as IN, BETWEEN and NOT HAS. The result is the exact set, and nothing else.
Everyday analogy
Finding a book in a library: first the section, then the shelf, then the title. Nobody reads every book to find one.
In Perfion
Categorizers, left-side searches, Global search and filters decide which items load in the main grid. Left-side search criteria are combined with AND, and your administrator decides which fields can be searched.
A category, a search and a filter narrow 240 items to the 18 that need work. -
Concept 02 · Same items, different columns
The Right View for the Task
The product data problem it solves
Every editor sees every column, so the few fields a task needs are lost among hundreds, and each person hides columns their own way.
The concept explained
A product can carry hundreds of features, but a task needs a handful: a technical check needs specifications, a web launch needs texts and images. In Perfion, a view loads the set of columns for a purpose, and a layout decides how the rows look: compact, with images, or with long texts shown in full. Group views match the groups in the item editor, and customized views are shared with every user. The data stays the same; only what is shown changes.
Everyday analogy
A cricket scorecard: the same match, shown as batting figures to one reader and bowling figures to another.
In Perfion
Views can be Simple, All, standard views, group views and, when enabled by your administrator, customized views made with the Column Chooser and shared between all users. Layouts are Table, Grid, Dynamic and Card; Card cannot be edited.
Related:BPAS method · toolDeploy EnterpriseDesign before configurationThe data model is designed and signed off before anything is configured: the Design phase of toolDeploy Enterprise.The same 18 items in three views, each with the columns one task needs. -
Concept 03 · The grid for breadth, the item editor for depth
Many Items, or One Item in Full
The product data problem it solves
Editors try to complete a new product in a spreadsheet row hundreds of columns wide, and the fields off-screen stay empty.
The concept explained
Some work runs across items: the same field on many products, such as a new finish or a corrected weight. Other work runs down one item: everything a new product needs before it can be sold. Perfion has a tool for each. The main grid is built for breadth, with one value applied to every selected cell in a feature. The item editor is built for depth: one item, all its data, grouped in Top View Groups, with filters that show what is still empty. Item Details puts the two side by side.
Everyday analogy
A class register and a student’s file. The register records one thing for the whole class; the file holds everything about one student.
In Perfion
Item data is edited in the item editor the same way as in a grid cell. Item Details offers the same functionality as the item editor, so you can move between items in the main grid without opening and closing the editor.
Across many items in the grid, or down one item in the item editor. -
Concept 04 · Let the differences show themselves
Compare Before You Release
The product data problem it solves
Variants are checked by eye in two windows, and a flow rate that differs from the rest of the range goes unnoticed until a customer complains.
The concept explained
Variants of one product should differ only where they are meant to: finish, size, flow rate. Anything else that differs is usually a mistake, and spotting it by eye across many fields is slow and unreliable. In Perfion, Compare Items puts two to four items side by side, marks one as the base and highlights every value that differs from it. With only the differences shown, a screen of fifty features becomes the few that matter, and the right value can be copied across.
Everyday analogy
Comparing two phone models on a shopping site with “show only differences” switched on.
In Perfion
Compare Items works on up to four items sharing the same base feature. Values can be copied to one item or all of them, changes undone per item or for all, and saved per item or for all.
BM-201 is the base item. The values that differ from it are highlighted. -
Concept 05 · Make change safe, not rare
Every Change Can Be Undone
The product data problem it solves
A wrong paste overwrites hundreds of descriptions, and the old text has to be rebuilt from last month’s export, if anyone kept one.
The concept explained
Bulk editing is powerful because it is fast, and that is also its risk. Teams that cannot undo a mistake avoid bulk changes and fall back on slow, row-by-row work. The answer is not fewer changes, but changes that can be reversed. Perfion keeps a full log of value changes. With Previous Values, the earlier values of any cell can be listed and restored, and deleted items wait in the Recycle Bin until they are restored. Speed and safety then work together.
Everyday analogy
A bank passbook: every entry is recorded, so a wrong one can be traced and reversed.
From BPAS · prodRecord newsletterprodRecordKeeping the record straight.One product data practice every month, written in plain English for product data teams.In Perfion
Previous Values are available when activated by your administrator and list all earlier values for the selected item and cell. The Recycle Bin lists deleted items of the same base feature, and items are restored one at a time.
Earlier values of one cell, with the right one restored, and a deleted item back from the Recycle Bin.
10 Best Practices for the Item Editor and Grids in Perfion
Each practice says what good editing looks like and what it costs to ignore it. Setting them up for your team is what BPAS consultants do.
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01Give every recurring task a shared view
The rule
Each recurring task, such as a technical check or a web launch, has a shared view with the columns it needs, and editors use it.
Risk if ignored
Without shared views, every editor builds a private set of columns, and fields the task depends on are missed.
Get it right with BPAS
Not sure this is in place for your editors? Talk to a BPAS consultant.
Talk to BPASRelated:Concept 02Vocabulary: View
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02Make searches match how people look for items
The rule
Quick Search and the left-side searches cover the fields teams actually look items up by, such as item number, EAN and name.
Risk if ignored
If the right fields cannot be searched, editors export data to Excel to find items, and the work drifts out of Perfion.
Get it right with BPAS
Not sure this is in place for your editors? Talk to a BPAS consultant.
Talk to BPASRelated:Vocabulary: Global searchCapability: Categorizers and searches
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04Confirm the item set before a bulk change
The rule
Before one value is applied to many items or replaced across a search, the set of items is confirmed to be exactly the intended one.
Risk if ignored
A replace on every item in the current search covers all of them, not only the rows on screen. The wrong set means a wide mistake made in seconds.
Get it right with BPAS
Not sure this is in place for your editors? Talk to a BPAS consultant.
Talk to BPAS -
05Complete new items in the item editor
The rule
New and complex items are completed in the item editor, and their empty fields are checked before the item is released.
Risk if ignored
In a grid, fields outside the current columns stay empty unnoticed, and incomplete items reach channels.
Get it right with BPAS
Not sure this is in place for your editors? Talk to a BPAS consultant.
Talk to BPAS -
06Review machine translations before release
The rule
Google Translate or DeepL suggestions are reviewed by someone who knows the language before products go live in that market.
Risk if ignored
Machine suggestions can be wrong for technical terms and product names, and the mistake is published in every channel for that language.
Get it right with BPAS
Not sure this is in place for your editors? Talk to a BPAS consultant.
Talk to BPASRelated:Capability: Languages side by sideGuide 01: Localizable
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07Compare variants before every release
The rule
Variants of a product are compared side by side, showing only the differences, before a new range or a change is released.
Risk if ignored
One variant with a wrong value looks like the rest in a long list, and is found by a customer instead.
Get it right with BPAS
Not sure this is in place for your editors? Talk to a BPAS consultant.
Talk to BPAS -
08Make change history available to editors
The rule
Previous Values are available to the people who edit data, so earlier values can be seen and restored.
Risk if ignored
Without earlier values at hand, a mistaken overwrite is rebuilt from old files, or not at all, and teams grow wary of bulk changes.
Get it right with BPAS
Not sure this is in place for your editors? Talk to a BPAS consultant.
Talk to BPAS -
09Decide which values a copied item keeps
The rule
When an item is copied, only values that should be shared are carried over, and values unique to each item, such as an EAN, start empty.
Risk if ignored
Copies that carry unique values create duplicates that confuse channels and reports.
Get it right with BPAS
Not sure this is in place for your editors? Talk to a BPAS consultant.
Talk to BPASRelated:Capability: Editing many items at onceGuide 01: Configuration
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10Keep edits in Perfion, not in exported sheets
The rule
Exports to Excel are used to analyse or share data, while changes are made in Perfion, where every value has one home and a history.
Risk if ignored
Exported sheets edited offline become shadow masters, out of step with the record and with no history of what changed.
Get it right with BPAS
Not sure this is in place for your editors? Talk to a BPAS consultant.
Talk to BPASRelated:Vocabulary: Main gridConcept 05
Editing self-audit: how many are in place today?
Tick each of the ten practices above that your product team already follows. Your score updates as you go.
Tick the practices that are in place.
Nothing you tick is stored or sent.
Illustrative scenario: an Indian bathroom fittings maker, with product data edited in spreadsheets
A manufacturer of taps, showers and bathroom fittings sells about 6,500 items in five finishes, through dealers, its own web shop and two marketplaces, and exports to the Gulf. Orders, stock and invoicing are in the ERP. Product data is kept in spreadsheets.
The Operational Challenge
Each channel team keeps its own copy of the product sheet. A finish change means editing hundreds of rows in each copy, variants are checked by eye in two windows, and translations go out and come back as separate files.
Last quarter, one wrong paste overwrote 400 product descriptions, and the old text had to be rebuilt from an export a month old.
- Several copies of the product sheet, never quite the same
- Range updates that take days of row-by-row editing
- Variants listed with wrong flow rates or finishes
- Translations that lag behind, and mistakes that cannot be undone
The Financial Transformation
In Perfion, editors find a range with a categorizer or a search, work in shared views in the main grid and apply one value to every selected item at once. New products are completed in the item editor, where empty fields are easy to see.
Compare Items checks variants side by side before release, translations are edited next to the original, and Previous Values lets a wrong edit be restored instead of rebuilt.
- One live record, edited by every team
- Range updates done in minutes
- Variants checked before every release
- Every language side by side, every mistake reversible
| Cost line | Before (per month) | After (per month) | Difference (per year) |
|---|---|---|---|
| Editor time finding, checking and re-keying data | ₹ 1,40,000 | ₹ 55,000 | ₹ 10,20,000 |
| Rework on listings with wrong variant data | ₹ 70,000 | ₹ 25,000 | ₹ 5,40,000 |
| Translation rework and corrections | ₹ 50,000 | ₹ 20,000 | ₹ 3,60,000 |
| Total | ₹ 2,60,000 | ₹ 1,00,000 | ₹ 19,20,000 |
See your own ranges found, edited and checked in Perfion.
Book an editing review →prodRecord Live
Enterprise product data insights from BPAS
Keeping the record straight, live every month
prodRecord Live is a monthly webinar series on product information management, held on the second Wednesday of every month from January 2027. Each session takes one product data topic and works through it in plain English with time for your questions.
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Who benefits from better editing: one record, three answers
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Promoter & CXOs
Is editor time going into the right work?
Bulk changes take minutes, variants are checked before release and mistakes are reversed, so the team spends its time enriching products, not repairing them.
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Product Data Manager
Can I see what changed, and put it right?
Shared views and filters make checks repeatable, and Previous Values with the Recycle Bin mean a wrong change is restored, not rebuilt.
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Product Editor
How do I update 300 items without a spreadsheet?
Find them with a category or a search, apply one value to all of them in the main grid, and complete new items in the item editor.
Editing Vocabulary and Definitions
From the grid that shows many items, to the tools that compare and restore them. Each term shows what it means, why it matters, and a household comparison.
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Main grid
Web client · many itemsLoads the items selected on the left
Operational definition
The grid in the web client that shows the items selected with a categorizer or a search, where items and their data are managed.
Why it matters in Perfion
Items can be added, copied, moved, grouped and deleted, and data edited one cell at a time or many cells at once.
Everyday analogy
A class register: one row per student, one column for each thing you record.
See it in action:Layouts and Views under Capabilities →
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Layout
Main grid · displayTable, Grid, Dynamic or Card
Operational definition
How the main grid shows items. Table is the most compact, Grid shows images, Dynamic grows each row to fit long texts, and Card shows items as cards.
Why it matters in Perfion
Card layout cannot be edited and is meant for browsing, for example next to Item Details. The other three can be edited.
Everyday analogy
The same photos seen as a list of file names, as thumbnails, or one by one.
See it in action:Concept 02 under Core Concepts →
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View
Main grid · columnsSimple, All, standard, group or customized
Operational definition
A set of columns grouped together for a specific purpose, chosen from the View list in the main grid.
Why it matters in Perfion
Customized views, when enabled by your administrator, are made with the Column Chooser and shared between all users.
Everyday analogy
A cricket scorecard showing batting figures to one reader and bowling figures to another.
See it in action:Concept 02 under Core Concepts →
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Filter
Main grid · narrowingPredefined or built by the user
Operational definition
Criteria made of a feature, an operator and a value that narrow the items shown in the main grid.
Why it matters in Perfion
Predefined filters can also set the columns to load. Operators include =, LIKE, MATCH, IN, BETWEEN, HAS and IN HIERARCHY OF.
Everyday analogy
The filters on a shopping site: brand, price range, in stock.
See it in action:Filters and Show Family under Capabilities →
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Global search
Finding itemsQuick Search and Advanced Search
Operational definition
Search across all items of a type: Quick Search by keyword, in fields chosen by your administrator, or Advanced Search with several criteria.
Why it matters in Perfion
Available when activated by your administrator. Quick Search supports wildcards and exact phrases in quotes.
Everyday analogy
The search bar of a shopping site, and its advanced search page.
See it in action:Categorizers and Searches under Capabilities →
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Item editor
One item · all its dataWeb and Windows clients
Operational definition
A window that focuses on one item and shows all the data you have access to, grouped, with languages side by side.
Why it matters in Perfion
Several item editors can be open at once, and fields can be narrowed to those that are empty, populated or localizable.
Everyday analogy
A student’s file: everything about one student in one folder.
See it in action:Item Editor and Item Details under Capabilities →
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Top View Group
Item editor · groupingShow all loads every group
Operational definition
A group of features shown together in the item editor, such as Masterdata or Technical Specifications.
Why it matters in Perfion
The item editor opens on the user’s default group and remembers the last group selected. Group views in the grid follow the same grouping.
Everyday analogy
The sections of a bank account opening form: personal details, address, nominee.
See it in action:Concept 03 under Core Concepts →
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Item Details
Web client · work modeThe item editor beside the grid
Operational definition
A work mode that shows the item editor next to the main grid, with the same functionality as the item editor.
Why it matters in Perfion
You move between items in the grid without opening and closing an editor, which makes checking item after item quick.
Everyday analogy
Reading email in a preview pane instead of opening each message.
See it in action:Concept 03 under Core Concepts →
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Compare Items
Tool · side by sideTwo to four items
Operational definition
A tool that shows two to four items sharing the same base feature side by side, highlighting values that differ from the base item.
Why it matters in Perfion
It can show only the differences, and values can be copied between items, undone and saved per item or for all.
Everyday analogy
Comparing phone models on a shopping site with “show only differences” switched on.
See it in action:Concept 04 under Core Concepts →
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Previous Values
History · restoreActivated by your administrator
Operational definition
The list of all earlier values of one cell on one item, from the log Perfion keeps of value changes.
Why it matters in Perfion
Any earlier value can be restored, so a mistaken edit is reversed instead of rebuilt.
Everyday analogy
A bank passbook: every entry recorded, and a wrong one reversed.
See it in action:Concept 05 under Core Concepts →
Item editor and grids: questions product teams ask
Short answers, each with a link to the part of this guide that explains it.
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The main grid shows many items at once, in the columns of a view, and is built for work across items. The item editor shows one item with all its data, grouped, and is built for completing that item in full.
More on Concept 03 -
Yes. Multi-cell editing applies one value to every selected cell in a feature, values can be copied from one cell to many or pasted in from Excel, and Replace works on the selected items or every item in the current search.
More on Editing many items at once -
Yes. Views load a set of columns for a purpose. When your administrator enables them, customized views can be created with the Column Chooser and are shared between all users.
More on View -
Compare Items shows two to four items sharing the same base feature side by side, highlights the values that differ from the base item, and can show only the differences.
More on Compare Items -
Yes. Languages can be added as columns in the grid and the item editor. With Google Translate or DeepL activated by your administrator, empty fields can be filled with a suggested translation, which never overwrites an existing text.
More on Languages side by side -
Yes. Perfion keeps a full log of value changes. With Previous Values activated, the earlier values of any cell can be restored, and deleted items can be restored from the Recycle Bin.
More on Previous Values -
Yes. The main grid and the item editor are part of Perfion itself, so this guide applies whichever ERP your product data comes from. What changes from one ERP to another is the integration that brings ERP data into Perfion.
More on ERP integration
Still have a question?
Ask about your own products, categories and channels. A BPAS consultant will answer in plain English.
Ask BPASSee your products in Perfion grids and the item editor
See your own ranges found in a click, updated in bulk, compared side by side and completed in the item editor. Choose the path that fits the ERP you run.
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