Xilnex Classic: Colour Tagging User Guide

Xilnex Classic: Colour Tagging User Guide

Overview

Colour Tagging lets you attach a colour label to an item so it can be spotted and filtered visually across the item listings. It is a free-form grouping tool — the meaning of each colour is decided by your business (for example: yellow = seasonal, red = discontinued, green = fast-moving) — and it works independently of Category, Classification, or any other master data field.

A colour is set once on the item and then appears everywhere that item is listed. There are two ways to set it:

  1. Individually — in the Item form, under the Additional Information tab.
  2. In bulk — select multiple rows in a listing, right-click, and choose Set Colour Tagging.

Where Colour Tagging is available

The Colour Tagging Filter currently appears in these listings:

Listing Purpose
Item List Main item master listing
Reorder Point Reorder point / SOQ maintenance listing
Item Management Per-outlet item visibility and permissions
Item Batch List Batch-level item listing

The tag itself belongs to the item, so a colour set from any one of these screens is immediately reflected in the others. More listings may be added over time.

Step 1 — Set a Colour Tag on a Single Item (Item Form)

  1. Open the item in the Item form (from Item List, double-click the item; or use the search bar at the top to look up the Item Code, Alternate Lookup, or Barcode

  2. In the left-hand navigation panel, click the Additional Information tab.
  3. Scroll to the Colour Tag section at the bottom-left of the pane.
  4. Click the colour square you want to assign to this item.
  5. Click Save at the top of the form.

The first square in the palette is the blank (diagonal slash) square. Selecting it removes the colour tag from the item, returning it to untagged.

Step 2 — Set a Colour Tag on Multiple Items (Bulk)

Use this when you want to tag a whole group of items at once — for example, everything you have just filtered by category or tax code.

  1. Go to Item List (bulk edit only available in Item list / Item import)

  2. (Optional) Use the column filters to narrow the grid down to the items you want to tag.
  3. Select the rows you want to tag:
    • Click a row to select it.
    • Hold Ctrl and click to add individual rows to the selection.
    • Hold Shift and click to select a continuous range.
  4. Right-click anywhere on the selection to open the context menu.
  5. Click Set Colour Tagging.

  6. Choose the colour you want to apply.

The status bar at the bottom of the screen shows Total highlighted: Cells[n], which tells you how many rows are currently in your selection before you apply the tag.

Tagged rows are shaded with their tag colour in the grid, so you can confirm at a glance that the tag was applied to the rows you intended.

Other actions in the same context menu

The right-click menu also exposes several other bulk actions on the selected rows. Set Colour Tagging is the one covered by this guide; the rest are listed here for orientation only:

Menu item What it does
Copy (Ctrl+C) Copies the selected cell values
Value Editor / View Value View or edit the selected cell's value
Print Barcode Sends the selected items to barcode printing
View Stock Balance Opens the stock balance for the selected item
Set Colour Tagging Applies a colour tag to the selected items
Add to Price Editor Adds the selected items to the Price Editor
Modify Category Changes the category of the selected items
Export Item's Image Exports the item images
Bulk Delete Deletes the selected items

Step 3 — Filter a Listing by Colour

  1. Find the Colour Tagging Filter in the top-right area of the listing.
  2. Click the colour square you want to filter by.

  3. The grid now shows only items tagged with that colour.
  4. To clear the colour filter, click the blank (diagonal slash) square on the far left of the filter.

The colour filter works alongside the normal column filters, not instead of them. If you have a column filter active (shown in the status bar as Filtering Field) and then apply a colour, you see only the items that match both conditions. The bottom-right Clear Filter button clears the column filters.

How the Colour Filter Behaves — Important

No colour selected = no filter

When no colour is selected in the Colour Tagging Filter, the filter is simply not applied — the listing shows all items, both tagged and untagged. It does not mean "show me untagged items".

There is no option to filter for untagged items only. The filter can narrow the list down to a specific colour, or show everything. If you need to isolate items that have never been tagged, you will need to work it out another way (for example, by tagging everything that has been reviewed with a colour, so that the remainder is what is left over).

Practical implications:

  • Colour Tagging is best used as a positive marker ("these items are X"), not as an exception marker ("everything except these").
  • Plan your colour scheme so that the group you most often need to pull up is the one that carries a colour.

Quick Reference

Task Where How
Tag one item Item form → Additional Information tab Click a colour under Colour Tag → Save
Tag many items Any supported listing Select rows → right-click → Set Colour Tagging → pick colour
Remove a tag from an item Item form → Additional Information tab Click the blank (slash) square → Save
Filter by colour Listing → Colour Tagging Filter (top-right) Click a colour square
Show all items again Listing → Colour Tagging Filter Click the blank (slash) square
Clear column filters Listing → bottom-right Click Clear Filter

Notes & Limitations

  • The colour palette is the same in the Item form and in the Colour Tagging Filter, so the swatch you pick on the item is the swatch you click to filter for it.
  • A green + square sits at the end of the palette in both places, for extending the available colours.
  • Colours carry no built-in business meaning. Agree on a colour convention within your team and document it, otherwise tags become inconsistent across users.
  • No untagged-only filter — see Important above.