---
title: "Understanding Quicklists"
canonical: "https://kb.myframeworks.com.au/space/FRAM/145326130/Understanding%20Quicklists"
format: markdown
---
Quicklists allow you to create keyword-based product collections that speed up product entry across sales and purchasing transactions. Instead of searching through your entire product catalogue, you enter a simple keyword called the **Quicklist Name** to instantly access a predefined collection of products organised into groups and subgroups, and sequenced exactly how you need them.

Quicklists can be used as standard product collections or as **Material Lists**. Material Lists are structured product bundles that guide staff through selecting all the components needed for a specific project. Material Lists use Quicklists' grouping and subgrouping capabilities to organise products by category, making it easy to ensure nothing is missed during a sale.

Quicklists work across all major Frameworks transaction types: Sales Order Processing, Point of Sale, Kit Order Line Maintenance, Purchase Requisitions and Purchase Orders.

> 📝 ## Use Case
> 📝 
> 📝 Quicklists are most valuable when your business regularly sells or purchases similar collections of products, or when you want to guide staff through selecting everything a customer needs for a project.
> 📝 
> 📝 **Example:** A building supplies business regularly sells decking packages to contractors. Each job requires footings materials, decking timber and fixings, but the exact products vary by job. The inventory manager creates a DECKALL quicklist with products organised into three groups: FOOTINGS (with subgroups for concrete mix types and posts), DECKING (with subgroups for timber sizes and screws) and FRAMING (for joists and bearers). The quicklist is assigned a sequence number so it appears in the right order in the Quicklist Finder. When a contractor calls in an order, the sales rep types DECKALL in the product field. The **Multi Select Product Quicklist Finder** window opens, showing all three groups collapsed. The rep expands each group, selects the required products, enters quantities and clicks **Use Selections** to add all items to the transaction as individual line items with their applicable pricing.

## How Quicklists Work

A quicklist is a named collection of products stored in the system and identified by a unique keyword. Each quicklist has a description and an optional sequence number that controls where it appears in the **Quicklist Finder** window.

Products within a quicklist can be organised using a **Grouping** field and up to seven levels of **Subgroup** fields. This creates a collapsible tree structure in the **Multi Select Product Quicklist Finder** window, allowing staff to navigate large collections quickly. Products within each group or subgroup can be ordered using a **Seq** (sequence) number.

The subgrouping rules are:

- A **Grouping** value must be entered before any **Subgroup** fields can be populated.
- Each subgroup level can only be populated if the preceding level is also populated. For example, **Subgroup 2** cannot be entered if **Subgroup 1** is blank.
- Group names and subgroup names are automatically converted to uppercase on save.
- 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.

Quicklist keywords cannot begin with `/` as this character is reserved for the **Quicklist Finder** browser trigger.

## The Quicklist Selection Process

The following high-level process applies when adding products via the **Multi Select Product Quicklist Finder** window in Sales Quotes and Orders, Kit Order Line Maintenance, Point of Sale, Purchase Requisitions or Purchase Orders.

When a user enters a **Quicklist Name** in the product field during transaction entry, Frameworks recognises it and opens the **Multi Select Product Quicklist Finder** window. This window displays all products in the quicklist organised into their group and subgroup tree, with all groups starting collapsed. The user expands each group manually, selects products and enters quantities across multiple groups and subgroups, then clicks **Use Selections** to add all selected items to the transaction as individual line items with their applicable pricing.

When a user enters `/` in the product field, the **Quicklist Finder** window opens instead, displaying all active quicklists sorted by their **Quicklist Sequence** number. The user can search by name and click a quicklist to open it in the **Multi Select Product Quicklist Finder** window.

1. Enter the **Quicklist Name** in the product field, or enter `/` to open the **Quicklist Finder** window and browse available quicklists.
2. The **Multi Select Product Quicklist Finder** window opens, displaying the quicklist's products in a collapsible group and subgroup tree.
3. Expand each group or subgroup using the **+** icon to view the products within it.
4. Enter a quantity in the **Qty / Tally** field for each product you want to add.
5. Click **Add To Selections** to add your entries to the **Selected Product Details** panel.
6. Repeat across other groups and subgroups as needed.
7. Click **Use Selections** to add all selected products to the transaction as individual line items.

## Quicklist Search Hierarchy

Frameworks evaluates your product field entry in this sequence:

| Priority | Search Method | When It Triggers | Transaction Types |
| --- | --- | --- | --- |
| 1 | Quicklist Finder | You enter `/` | SOP and POS |
| 2 | Specific Product Lookup | Exact match on product ID, alternate code or barcode | All transaction types |
| 3 | Template Kit Lookup | Keyword matches a template kit | SOP only |
| 4 | Parent Product Finder | Keyword matches a parent product | All transaction types |
| 5 | Multi Select Product Quicklist Finder | Keyword matches a quicklist | All transaction types |
| 6 | Multi Select Product Finder | No other matches found | All transaction types (fallback) |

## Managing Quicklists

System administrators create and manage quicklists through the **Quicklist Maintenance** screen in the Inventory module. From the **Frameworks Menu**, navigate to **Inventory > Maintenance > Quicklist Maintenance**.

Administrators can create quicklists with unique keyword names, add products with optional grouping, subgrouping and sequencing, and set a **Quicklist Sequence** number to control sort order in the **Quicklist Finder** window. Quicklists can be activated or deactivated without deleting them. Bulk management is available via Quicklist Import/Export, and quicklists automatically synchronise with product maintenance operations such as delete, merge, renumber and purge.

> ✅ ## Related Information
> ✅ 
> ✅ - Refer to [Quicklist Maintenance - Field Definitions](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/141820078) for the complete field and layout guide, including detailed information about grouping, subgrouping and sequencing options.
> ✅ - 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.