Product Universe
The EZYiD Product Universe is a shared reference of manufacturers’ product and safety data sheets, updated from publicly available data (websites). The Product Universe is designed to make technical and safety data available to minimise repetitive data entry during the asset creation process and improve information integrity on the EZYiD Inspection and Compliance platform. The Product Universe data sheets cannot be updated and in an uncontrolled state. To improve data governance, EZYiD now allows you to import data sheets from the Public universe into your own private catalogue. Similar to adding products into your product catalogue, you can now import public data into your private dataset. NOTE: To maintain a private data sheet, you must also maintain and apply a private category and not apply a shared category to a private data sheet. If a product data sheet is not available, you can create your own product data sheet for use within your organisation. These product data sheets are controlled documents within your organisation. There are three ways to add a product to your organisation’s catalogue:- Import an existing product from the shared product universe
- Add a new product to your catalogue; or
- Bulk Upload multiple products at once (see your Bulk Upload guide for details)
Importing Product data sheets from the Product Universe
Before creating a product from scratch, check whether it already exists in the shared product universe, this saves time and removes the need for data entry.- Select Templates in the LHS menu
- Click on Products
- Click the Import button on the toolbar
- In the “Import products” window, optionally narrow results using the Industry catalogues & category dropdown (defaults to “All industries”)
- Enter a search term (e.g. product name, model, or brand) in the Search products box and click Search
- Review the results table, which shows Industry, Product, Model, Brand, Category, Maintenance, and Checklist columns
- Tick the checkbox next to each product you want to bring into your organisation’s catalogue (you can select multiple across pages)
- Use the pagination controls at the bottom to browse further pages of results
- Click Import to add the selected products to your organisation’s controlled product catalogue
- Click Close to exit without importing
- Imported products can be edited afterwards the same way as manually created products — see Editing your Product Catalogue below.
Creating a Custom Product Data Sheet
To create your own Product data sheet/controlled document:- Select Templates in the LHS menu
- Click on Products
- You are now in your organisation’s controlled product catalogue
- Click the Add button to create a new product data sheet
- Product Details
- Enter the Product Name
- Select the Industry Catalogue(s). Product data sheets can be published across multiple industry catalogues — more relevant for manufacturers of product
- Select the Category from the dropdown menu
- Enter the Model (part number)
- Enter the Manufacturer Name
- Specifications
- All fields in this section are optional but important for audit and governance.
- Enter the Load Rating
- Enter the Dimensions
- Enter the Standard
- Enter the Universal Product Code (UPC or EAN), or scan the barcode on the package. The UPC code is the preferred code during consumable checkout
- Enter the Service life/Version for the product. Service life is an integer, while the version can be a decimal number — especially useful for software version tracking. Service life can be tracked in years or usage units
- Select the Useful life type from the dropdown (Units/Years/Version)
- Select Starting From to set the reference point the service life is calculated from (e.g. Date of Manufacture)
- Additional Tabs
- Description tab — enter a description of the product
- Custom Data tab — enter organisation-specific technical or custom attributes
- Product Documents tab:
- Click Upload under Documents to add PDF or other office-format files (user manuals, technical manuals, Declarations of Conformity, technical standards)
- Click Photos under Images to add JPG or PNG product images
- Under Web Link, paste a URL (e.g. SharePoint or YouTube link) and click Add
- Policies tab — configure applicable policies for the product
- Under the Policies tab, you can now set dedicated compliance and maintenance schedules for a product. Your compliance and maintenance policy can have different frequency (daily, weekly, monthly, quarterly, half yearly, yearly, biennially, or a custom numeric interval) for their schedules and checklist if required.
The Products Landing Page
The Products list (Templates > Products) now includes the following toolbar options:- Filter — filter the product list by attribute
- Columns — show or hide columns (indicates how many are currently hidden)
- Search — quick search across products
- Import — import products from the shared industry catalogue (see above)
- Bulk Upload — upload multiple products at once via file
- Add — manually add a new product
- Refresh — reload the product list
- Export CSV — export the current product list to a CSV file
Editing your Product Catalogue
- Enter the name, category, or part no. in the quick search text box to filter the products
- Select the product by clicking on the product name
- In the product edit screen, you can edit all attributes associated with the product
- You can also change the Category of your product; however, the Category of your assets will not change. All attributes changed in the Product data sheet will be applied to asset records linked to the product, except for the Category tag
Retiring or Deleting Obsolete Products
- Enter the name, category, or part no. in the quick search text box to filter the products
- Click the more options shortcut (⋮) on the RHS of the product row and click Retire
- Click the more options shortcut (⋮) on the RHS and click Delete to remove the product data sheet — you will not be able to delete a product if it is currently used by an asset