Purpose Statement
This article provides a complete guide for creating, editing, and managing inventory groups within the Assets module.
Inventory groups are used to organize inventory items into logical categories (e.g., Medical Supplies, PPE, Tools), making it easier to manage, filter, and report on inventory across the system.
Background Information
Inventory groups serve as the organizational structure for inventory within the system. They allow agencies to group similar items together for improved usability and operational efficiency.
Common Examples:
- Medical Supplies
- PPE (Personal Protective Equipment)
- Tools & Equipment
- Station Supplies
- Cleaning Supplies
How Inventory Groups Are Used:
- Organization: Categorize inventory items for cleaner structure
- Filtering & Search: Quickly locate items using group-based filters
- Reporting: Group inventory data for better visibility and analysis
Inventory groups are assigned when creating or editing inventory items.
Important Note:
Please see the article on Creating New Inventory Items or Managing Inventory Items to learn more.
Required Permissions
Users must have appropriate permissions to manage inventory settings, such as:
- Assets or Inventory Management access
- Configuration or Administrative permissions
Permission names may vary by agency.
Video
Step-by-Step Guide
Access Inventory Groups
- Navigate to Assets
- Click Setup
- Select Inventory
- Locate the Inventory Group list
Creating an Inventory Group
- Click New Inventory Group
- Enter a Group Name
- (Optional) Enter a Description
- Click Save
- Confirm the group appears in the Inventory Group list
Assign Inventory via CSV Import (Optional)
- To bulk assign inventory items to the new group, use the Inventory Import (CSV) feature
- Ensure your CSV file includes the appropriate field for Inventory Group Name
- Upload the CSV through the inventory import process
- Verify imported items are correctly assigned to the new inventory group
Important Note:
For detailed steps, refer to the Bulk Importing Inventory article.
Editing an Inventory Group
- Locate the desired inventory group
- Click the Edit icon in the Actions column
- Update the Name and/or Description
- Click Save
Reordering Inventory Groups
- Locate the inventory group
- Click and hold the stack (drag) icon
- Drag and drop the group to the desired position in the list
- This will alter the list order of inventory groups when selecting one during inventory item creation or management.
Deleting an Inventory Group
- Locate the inventory group
- Click the Delete icon in the Actions column
Export Inventory Groups to CSV
- Navigate to the Inventory Group list
- Click the Export or Download CSV option (location may vary by agency configuration)
- A .csv file containing the current inventory group list will be downloaded, allowing for offline review, auditing, or data management.
Best Practices
- Use clear, consistent naming conventions (e.g., “EMS Supplies” instead of vague labels)
- Keep groups broad but meaningful to avoid unnecessary complexity
- Avoid duplicate or overlapping group names
- Periodically review and reorganize groups to reflect operational changes
- Structure groups to support reporting and compliance needs
Troubleshooting & FAQs
Q: Why can’t I delete an inventory group?
A: The group may still be assigned to inventory items. Reassign those items before deleting the group.
Q: What happens if I rename a group?
A: All associated inventory items will automatically reflect the updated group name.
Q: Can I assign multiple groups to one inventory item?
A: No, each inventory item can only belong to one inventory group.
Q: Where do I assign inventory to a group?
A: Inventory groups are assigned when creating or editing inventory items.