Summary (TL;DR): Enable Catalog Permissions to restrict item visibility by Department and define which users can access specific departmental catalogs.
Immediate Access Impact: When you toggle Catalog Permissions to ON, all users immediately lose access to all catalog items. Before enabling this feature, prepare your department assignments or CSV import files to restore access quickly.
Prerequisites
Superuser access or specific permissions for Settings and Procure.
Location and Department structures must be established (labels may vary if your domain uses custom organizational categories).
Procedure
1. Enable Catalog Permissions
This is a global setting that activates the restriction logic across your domain.
Navigate to Settings > Catalog Item Access.
Toggle Catalog Permissions to ON.
Confirm the action, acknowledging that catalog visibility will now be restricted.
2. Grant User Access to Departmental Catalogs
Once permissions are enabled, you must "bridge" the gap between users and departments. There are two identical-result methods to do this:
Method | Best For... | Steps |
Option 1: Adding Departments to Users | Managing a single user's access. | Settings > Catalog Item Access > Users tab. Select a user, check the relevant Departments, and click Save. |
Option 2: Adding Users to Departments | Granting many users access to one department. | Settings > Catalog Item Access > Departments tab. Select a department, check the relevant Users, and click Save. |
3. Tag Catalog Items with Departments
Finally, you must categorize your items so the system knows which "bucket" they belong to.
Individual Tagging: Open an item in the Product Catalog and manually select the Department tags.
Bulk Tagging: Use the CSV import tool to assign tags to thousands of items at once.
Note: The CSV import can only add tags. To remove a Department tag from an item, you must use the individual tagging method.
Next Steps
After tagging items and assigning users, perform a "proxy" check: have a user from a specific Department log in to ensure they can see their assigned items but not those restricted to other departments.