Skip to content

Products

Maintain the catalogue of lubrication products and consumables that tasks reference.

Required role

Admin.

Overview

A product is a consumable that a technician uses during a maintenance task — grease, oil, cleaner, sealant, loctite, replacement gaskets, filter cartridges. Lubrication tasks expose a "Product used" field that draws from this catalogue.

Open the page

Products & Tools → Products in the sidebar. You see a table:

Column Meaning
Name Manufacturer or internal product name.
Category Grease / Oil / Cleaner / Sealant / Filter / Other.
Unit The unit quantity is recorded in (ml, g, l, oz, pcs).
Compatible components Optional — restricts which component types can use this product.
Active On / off toggle.

Create a product

  1. New product.

  2. Fill in:

    Field Notes
    Name Manufacturer name preferred ("Mobil SHC 624").
    Category Pick from Grease / Oil / Cleaner / Sealant / Filter / Other.
    Unit Pick from the Units master list. If the unit doesn't exist, add it there first.
    Part number (optional) Your purchasing identifier.
    Compatible components (optional) Leave blank for "any component". Add specific component types to restrict the dropdown on related tasks.
    Notes Internal notes for Admins. Not shown to technicians.

  3. Save.

Edit a product

Click a row. Change anything except the historical name — renames propagate everywhere going forward. Rows that already reference the old name in reports show the new name on refresh.

Deactivate or delete

Prefer deactivate:

  • Product disappears from mobile dropdowns.
  • Historical task records retain the product reference for reports.
  • Reversible by reactivating.

Delete only if the product was created in error and has no historical references. The system blocks deletion where references exist.

Bulk import

CSV import for seeding from an existing catalogue:

  1. Products → Import.
  2. Download template.
  3. Fill: name, category, unit, part_number, active.
  4. Upload, preview, import.

Up to 5,000 rows per upload.

Compatibility filtering

If you link a product to specific component types, the mobile app's dropdown narrows to only those products when a technician is executing a task on that component. This prevents technicians from accidentally picking the wrong grease for the wrong bearing.

Leave compatibility blank for universal products (cleaners, common solvents).

Reports using products

  • Consumption Report (if enabled on your installation) — aggregates quantity per product, useful for reorder forecasting.
  • Task Reporting — individual product/quantity entries per task.
  • Repair Request Report — parts used per repair.

Things to watch for

Don't bloat the catalogue

A list of 500 products — most of which you don't actually stock — makes the mobile dropdown unusable. Prune aggressively. If your team has standardised on one grease per gearbox class, that's what the catalogue should reflect.

Match purchasing system exactly

If your purchasing team uses part number XYZ-1234, use the same name and part number here. Reports then reconcile cleanly with invoices.