---
title: "Quicklist Maintenance - Field Definitions"
canonical: "https://kb.myframeworks.com.au/space/FRAM/141820078/Quicklist%20Maintenance%20-%20Field%20Definitions"
format: markdown
---
The **Quicklist Maintenance** screen allows you to create, manage and organise quicklists for rapid product selection during transaction entry. Quicklists are keyword-based product groupings that streamline product selection across sales, purchasing and inventory transactions. You can define quicklist keywords, descriptions, active status, a display sequence for the quicklist browser, product associations, groupings, subgroupings and per-product sequence.

## Screen Access

From the **Frameworks Menu**, navigate to **Inventory > Maintenance > Quicklist Maintenance**.

## Screen Structure

![image-20260529-011554.png](media://37bfac00-088e-4aaa-b509-fc1d85031abc)

The **Quicklist Maintenance** screen is organised into four main sections:

1. **Search Options** — Filter and locate existing quicklists by name or active status.
2. **Quicklist Results Grid** — Displays quicklists matching your search criteria.
3. **Quicklist Details** — Displays the header fields and product grid for the selected quicklist.
4. **Command Buttons** — Create, copy, save, cancel changes to and delete quicklists.

---

## Search Options

![image-20260529-011700.png](media://4b1e2661-44f4-410a-9e6b-0379229774e7)

The **Search Options** section allows you to filter and locate existing quicklists. Enter search criteria and click **Find** to refresh the **Quicklist Results Grid**.

### Quicklist Name

The **Quicklist Name** field filters the **Quicklist Results Grid** by quicklist keyword. Enter a full or partial quicklist name to narrow your search. Leave the **Quicklist Name** field blank to return all quicklists.

**Format:** Text (alphanumeric) | **Required:** No | **Default:** Blank

### Active Only

The **Active Only** checkbox filters the **Quicklist Results Grid** to show only active quicklists. When enabled, only active quicklists are displayed. When disabled, both active and inactive quicklists are displayed.

**Format:** Checkbox | **Default:** Disabled

### Find

Click **Find** to execute the search and update the **Quicklist Results Grid** based on the criteria entered in the **Search Options** section.

---

## Quicklist Results Grid

![image-20260529-011921.png](media://f45db328-3854-4a1b-aa39-537224ea4014)

The **Quicklist Results Grid** displays all quicklists matching your search criteria. Click a **Quicklist Name** hyperlink to select that quicklist and load its details into the **Quicklist Details** section. Use the pagination controls at the bottom of the grid to navigate between pages of results.

### Quicklist Name

The **Quicklist Name** column displays the unique keyword identifier for each quicklist. Click the **Quicklist Name** hyperlink to open that quicklist in the **Quicklist Details** section.

### Description

The **Description** column displays the descriptive text for each quicklist. The description appears in the **Quicklist Finder** window when users browse quicklists using the `/` trigger during transaction entry.

### Quicklist Seq

The **Quicklist Seq** column displays the display order number assigned to each quicklist. Quicklists are sorted in ascending order by sequence number in the **Quicklist Finder** window when users enter `/` in the product field during transaction entry.

- Quicklists without a sequence number appear after sequenced quicklists in the **Quicklist Finder** window.
- The **Quicklist Seq** value is set using the **Quicklist Sequence** field in the **Quicklist Details** section.

### Active

The **Active** column indicates whether each quicklist is currently active. Active quicklists are available for use during transaction entry. Inactive quicklists are hidden from transaction entry but remain in the system.

---

## Quicklist Details

![image-20260529-012033.png](media://4c634e44-1b9f-4f33-9213-9963a57c1213)

The **Quicklist Details** section displays the header fields and product grid for the selected quicklist. Select a quicklist from the **Quicklist Results Grid** to populate this section, or click **New** to create a new quicklist.

### Quicklist Header Fields

The quicklist header fields define the identity, availability and browser sort order for the selected quicklist.

#### Quicklist Name

The **Quicklist Name** field displays the unique keyword identifier for the quicklist. Sales staff enter this keyword in the product field during transaction entry to trigger the **Multi Select Product Quicklist Finder** window.

- Quicklist names are automatically converted to uppercase on save.
- The **Quicklist Name** cannot begin with a forward slash (`/`), as this character is reserved for the **Quicklist Finder** browser trigger.
- The **Quicklist Name** must be unique across the Frameworks system.

**Format:** Text (alphanumeric, uppercase) | **Required:** Yes | **Editable:** Yes (on creation only)

> ✅ Refer to [About Quicklists](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/145326130) for more information about how quicklist keywords are used during transaction entry.

#### Description

The **Description** field displays descriptive text that explains the purpose or contents of the quicklist. The description appears in the **Quicklist Finder** window when users enter `/` in the product field during transaction entry, helping staff identify the correct quicklist.

- The **Description** field is mandatory for all quicklists.

**Format:** Text | **Required:** Yes | **Editable:** Yes

#### Quicklist Sequence

The **Quicklist Sequence** field controls the sort order of this quicklist within the **Quicklist Finder** window. When users enter `/` in the product field, quicklists are displayed in ascending order by their sequence number.

- Quicklists without a sequence number appear after all sequenced quicklists in the **Quicklist Finder** window.
- Sequence numbers do not need to be consecutive.
- Sequence numbers can be 0.

> ℹ️ Use increments of 5 or 10 to leave room for inserting new quicklists without renumbering.

**Format:** Numeric | **Required:** No | **Default:** Blank | **Editable:** Yes | **Related fields:** The **Quicklist Seq** column in the **Quicklist Results Grid** reflects this value.

#### Active

The **Active** checkbox controls whether this quicklist is available for use during transaction entry. When enabled, the quicklist appears in the **Quicklist Finder** window and responds to keyword entry in the product field. When disabled, the quicklist is hidden from transaction entry but remains in the system for future reactivation.

**Format:** Checkbox | **Default:** Enabled | **Editable:** Yes

### Product Grid

![image-20260602-002004.png](media://ccd9c6ec-17f3-41ab-b696-419a51b22edc)

The **Product Grid** displays all products associated with the selected quicklist. Products can be organised into groups and subgroups, and ordered using sequence numbers. The group and subgroup structure defined here is reflected in the **Multi Select Product Quicklist Finder** window during transaction entry, where groups and subgroups appear as a collapsible tree.

Click **Add** to open the **Product Finder** window and add products to the quicklist. You can select multiple products in a single operation. To remove a product from the quicklist, click the **Remove** icon (⊗) on the product row.

#### Product

The **Product** field identifies the product associated with this quicklist line. Enter a product code directly or click the search icon to open the **Product Finder** window.

**Format:** Text (alphanumeric) | **Required:** Yes | **Editable:** Yes | **Related fields:** The **Description** column displays the product description once a product is selected.

#### Description

The **Description** column displays the product description for each line in the **Product Grid**. The description is populated automatically when a product is selected and is read-only.

**Format:** Text | **Editable:** No (display only)

#### Grouping

The **Grouping** field assigns a group name to the product. Products with the same group name are displayed together under a collapsible heading in the **Multi Select Product Quicklist Finder** window during transaction entry.

- Group names are automatically converted to uppercase on save.
- Grouping is optional. Products without a group name appear ungrouped in the **Multi Select Product Quicklist Finder** window.
- A **Grouping** value must be entered before any **Subgroup** fields can be populated for that product line.

**Format:** Text (uppercase) | **Required:** No | **Editable:** Yes | **Related fields:** The **Subgroup 1** through **Subgroup 7** fields require a **Grouping** value to be present on the same product line.

#### Subgroup 1 – Subgroup 7

The **Subgroup** fields allow you to define up to seven levels of nesting within a **Grouping**. Products assigned to the same subgroup path are displayed together under collapsible sub-headings in the **Multi Select Product Quicklist Finder** window during transaction entry.

![image-20260813-015957.png](media://3347dc12-8908-404a-9f46-5c738f50894d)

- Subgroup names are automatically converted to uppercase on save.
- Subgroups are optional. You do not need to populate all seven levels.
- Each subgroup level can only be populated if the preceding subgroup level is also populated. For example, **Subgroup 2** cannot be entered if **Subgroup 1** is blank.
- A **Grouping** value must be present on the product line before any subgroup can be entered.
- In the **Multi Select Product Quicklist Finder** window, intermediate subgroup levels with no products assigned directly to them are hidden, and products appear under the nearest valid group or subgroup heading.
- Sequence numbers apply at the lowest populated subgroup level. For example, if a product belongs to a **Grouping** with two subgroups, the sequence controls the order of products within the deepest subgroup.

**Format:** Text (uppercase) | **Required:** No | **Editable:** Yes | **Related fields:** The **Grouping** field must be populated before **Subgroup 1** can be entered. Each subsequent subgroup level requires the preceding level to be populated.

#### Seq

The **Seq** field controls the display order of the product within its group or subgroup in the **Multi Select Product Quicklist Finder** window. Products are sorted in ascending order by sequence number within their group or subgroup.

- Sequence numbers are optional. Products without a sequence number appear after sequenced products within the same group or subgroup.
- Sequence numbers do not need to be consecutive.
- Sequence applies at the lowest populated subgroup level for products organised into subgroups.

> ℹ️ Use increments of 5 or 10 to leave room for inserting products without renumbering.

**Format:** Numeric | **Required:** No | **Default:** 0 | **Editable:** Yes

---

## Command Buttons

![image-20260529-012834.png](media://95199434-7f5b-457b-9b13-192ef5d1c426)

The command buttons allow you to create, copy, save, cancel changes to and delete quicklists. Keyboard shortcuts are shown in brackets next to each button label.

### New (I)

Click **New** to create a new quicklist. The **Quicklist Details** section clears, allowing you to enter a new quicklist keyword, description, quicklist sequence and product associations.

### Copy (Y)

Click **Copy** to create a duplicate of the currently selected quicklist. All product associations, groupings, subgroupings and sequence information are duplicated.

- You must provide a new unique quicklist name for the copied quicklist.

### Save (S)

Click **Save** to commit all changes to the current quicklist, including header fields and product grid entries.

### Cancel (Z)

Click **Cancel** to discard unsaved changes to the current quicklist. If changes have been made, the **Quicklist Maintenance** confirmation window displays.

![image-20260602-002456.png](media://e6c06bde-cd43-4418-97ca-7f798489cec5)

In the **Quicklist Maintenance** confirmation window:

- Click **Yes - Discard changes** to discard all unsaved changes and revert to the last saved state.
- Click **No - Don't discard** to return to the screen and keep your unsaved changes.

### Delete (D)

Click **Delete** to permanently remove the selected quicklist from the system. This action cannot be undone.

- Deleting a quicklist removes all product associations for that quicklist.
- The quicklist keyword becomes available for reuse after deletion.

### Close (O)

Click **Close** to exit the **Quicklist Maintenance** screen and return to the Frameworks home dashboard.

> ✅ ## Related Information
> ✅ 
> ✅ - Refer to [Understanding Quicklists](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/145326130) for an overview of how quicklists work and how they are used during transaction entry.
> ✅ - Refer to [Quicklist Import/Export](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/145948708) for information about managing quicklists in bulk using import and export.
> ✅ - Refer to [Quicklists - Setup and Configuration](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/146440221) for guidance on configuring quicklists for use in your business.