Description Management

Item Description Scheme

Customer Admin users can add a scheme to manage item descriptions. Using a scheme can improve data quality and consistency in your item master. A new item master must be processed by Data Connect before recommendations can be seen in the application.

Add New Description Scheme

Select Configuration, Description Management. The Description Management page opens.
Select the Schemes tab.
Select the Assigned Letter Case menu and select the option that matches your organization's ERP settings.

Options are:
- Upper Case: All upper case letters (for example, THIS IS EXAMPLE TEXT).
- Lower Case: All lower case letters (for example, this is example text).
- Proper Case: Upper case for initial word and proper names (for example, This is Example Text).
- Sentence Case: Upper case for the initial word in the description (for example, This is example text).
Select Add New. The New Scheme wizard opens.
Select a description source from the list.

Options are:
- GHX Description
- Manufacturer Description: These descriptions come from the GUDID or the item catalog.
Select an ERP item description option from the list.
Add your ERP system's location where you would like GHX to populate the description.
Select Next. The New Scheme - Define page opens.
Specify the following fields:
- Maximum Length: Define the maximum number of characters that will be allowed.
  Tip: The minimum number of characters is 10 and the maximum number is 500.
  Note: The ERP Item Description shown here is for Workday. The selections for other ERPs will differ.
- Abbreviate the descriptors: Click yes to use abbreviations.
- Select the abbreviation list: Select one of the abbreviation lists you configured on the Manage Item Abbreviations page.
- Allow first word abbreviation: Select yes to abbreviate the first word in the description.
Select Next.
Review the information for accuracy.
Select Finish.

Tip: GHX runs the item description scheme once per day at midnight. Descriptions will be available the next day.

Duplicate Description Indicator

Certain ERPs are configured to prevent duplicate descriptions for specific fields due to downstream system requirements. In these cases, users need an indicator for potential duplicate descriptions within Item Recommendations and Power Sourcing.

Note: Duplicate Description Indicators require a configuration set by GHX to enable this functionality in Content Workbench.

Duplicate Description Report

For User Administrators:

Add New Request

In Configuration, Duplicate Management, select Duplicate Descriptions Report.
Select Add New Request.

In the wizard, select:
1. The description scheme for which duplicates should be identified: Primary, Secondary, or Tertiary.
  
  Tip: All description schemes will be displayed for customers who have multiple.
2. The duplicate description comparison criteria: either Recommendations to Recommendations or Recommendations to Provider Data.
  
  Option 1 - Recommendations to Provider Data:
  
  Compare the recommended primary description to the item master field mapped to the ERP's primary description. Identify duplicates by comparing all Buyer Part # values and adding items with duplicate descriptions to the duplicate group. Apply the same for Secondary and Tertiary description schemes.
  
  For example, if the recommended primary description for Buyer Part #B123 is 'Syringe 5.5 ml single use' and Buyer Part #B345 also has 'Syringe 5.5 ml single use' in PCAT, they are classified as duplicates and grouped together.
  
  Option 2 – Recommendations to Recommendations:
  
  Compare the recommended primary description to other recommended primary descriptions. Identify duplicates by comparing all Buyer Part # values and adding items with duplicate descriptions to the duplicate group. Apply the same for Secondary and Tertiary description schemes.
  
  For example, if the recommended primary description for Buyer Part #B123 is 'Syringe 5.5 ml single use' and Buyer Part #B345 also has 'Syringe 5.5 ml single use' in its recommended primary description, they are classified as duplicates and will be grouped together.

Note: Manufacturer descriptions are not considered in the duplicate identification process. Comparisons and indicators currently apply only to curated items.

Note: Recommendations are only made to curated items that already exist.

Duplicate Description Report History View

For User Administrators:

File output
Status (Queued/In Progress/Completed/Errored)
Request Type (Recommendations to Recommendations, Recommendations to Provider Data)
Description Scheme
Requested Date & Time
Requested By
Count of Duplicate Groups

File Output

The file output can be downloaded in Excel format and includes the following columns:

Group Id	Buyer Part #	ERP Description Name	Provider Description
Recommended Description	Attribute Ordering (GHX or Optimized)	Noun	Type
Trademark/Brand name	Weight	Age	Composition
Gender	Size/Shape	Primary Length/Width/Height	Secondary Length/Width/Height
Diameter	Volume	Location	Properties
Miscellaneous	Color	Flavor	Fragrance

These columns provide valuable information for making decisions on the rearrangement of description attributes to resolve duplicate descriptions.