Purpose Statement
This article provides a complete lifecycle guide for managing inventory items after they have been created, including how to edit, delete, and efficiently navigate inventory records within the system.
Background Information
Once inventory items are created, ongoing management is essential to maintain accurate records, ensure operational readiness, and support reporting. This includes updating item details, removing obsolete items, and using list tools to quickly locate and organize inventory.
Important Note:
This article focuses on practical, day-to-day management tasks. For full configuration details, refer to the article: Creating New Inventory Items.
Required Permissions
Users must have permissions within the Assets Module to:
- View inventory items
- Edit inventory records
- Delete inventory items (including bulk delete)
Permissions are typically granted to:
- Admins
- Supervisors
- Inventory or Data Managers
Video
Step-by-Step Guide
Navigate to the Inventory List
- Go to Assets Module
- Select Setup then Inventory
- Click Inventory List
Edit an Inventory Item
- Locate the desired inventory item in the list
- Click the Edit (pencil icon) in the Actions column
- Update the necessary fields
- Click Save
Important Note:
Editing an inventory item updates its configuration only.
It does NOT update quantities at any location. Quantity changes must be made within pouches, compartments, or storage locations.
Delete a Single Inventory Item
- Locate the inventory item in the list
- Click the Delete (trash icon) in the Actions column
- Click Confirm
Bulk Delete Multiple Inventory Items
- Select multiple inventory items using the checkboxes
- Click the Bulk Delete option
- Click Confirm
Search Inventory Items
- Click the Search (magnifying glass icon)
- Enter a full or partial value (e.g., name, SKU, description)
- Review filtered results in real time
Filter Inventory Items
- Click the Filter icon
- Apply one or more filter criteria
- Use the Pin icon to view list actions while applying different filters
- Use Clear Filter or remove individual filters as needed
Sort Inventory Items
- Click any column header to sort ascending or descending
- Drag and drop columns to change list orientation
Use and Manage Views
- Use the view dropdown to switch between saved views
- Pin a view to set it as your default
- Star a view to mark it as a favorite
- Use the ellipsis (•••) to:
- Edit views
- Create new views
- Clone existing views
- Delete views
Important Note:
For full instructions, see the article: Assets: Creating Custom List Views.
Export Inventory Data
- Click the Download icon to export the current list view to a .csv file
Best Practices
- Regularly review and update inventory item details to ensure accuracy
- Use filters and saved views to quickly access frequently used inventory groups
- Avoid deleting items unless they are no longer in use across all locations
- Use bulk actions carefully to prevent unintended data loss
- Standardize naming conventions for easier searching and reporting
Troubleshooting & FAQs
Why can’t I update inventory quantities while editing?
Quantities are managed at the location level (pouches, compartments, storage), not in the item record.
Why is an item still appearing after applying filters?
Verify all filter criteria and clear any conflicting filters using Clear Filter.
Can deleted inventory items be recovered?
No. Deleting an item permanently removes all associated data and quantities.
Why can’t I see edit or delete options?
You may not have the required permissions. Contact your system administrator.