04. Options & Choices

Created by Migration Bot, Modified on Fri, 23 Oct at 11:20 AM by Migration Bot

Originally written by John Hardwick, last updated Jul 27, 2026, on the Swan Retail knowledge base (FRS).

Part of: Product Creator - v1214

This document relates to spreadsheet version 1214.1.00 onwards

The Options & Choices section of main menu manages the questions or clarifications used within the supplier and a list of pre-set answers to the questions referred to as choices..

It is possible to turn off option and item attributes, along with the question within question feature (Choice Options) via the Admin button. Where configured access to these features will be prohibited.

This video describes the new menu system and the settings available within the Options & Choices section of the Main Menu.

This video is based on 1211.0.0 and may not show all features available in later versions.

Options

The OPTIONS button allows the operator to view and subject to permission maintain the questions or clarifications set within the supplier.

An option is effectively a question which is used at time of specifying the product to clarify or add definition to the main product. Options are ideally ancillary questions rather than major structural changes to the item and are ideal for finishes, trims, colours etc.

Clicking the video icon in the top left of the menu, and subject to access, the operator can watch a short video relating to this page.

The upper left hand side displays a listing of options, highlighting (by clicking the row) populates the right hand side and bottom sections of the page with the details of the highlighted option.

Button	Action
NEW	Clicking clears data from the the screen and allows for a new option to be entered. Data isn’t saved unless the SAVE button is selected (only displays when inserting a new record to the left of the CLOSE button). If selected in error click on an existing row to cancel the new action and return to the browse mode.
EDIT	Clicking allows access to the other sections of the screen where a amendments are possible. Certain fields are protected once the data has been sent to SwanFRS - To gain access a password is required having clicked the UNLOCK button. Data isn’t saved unless the SAVE button is selected (only displays when inserting a new record to the left of the CLOSE button). If selected in error click on an existing row to cancel the new action and return to the browse mode.
CLONE	Clicking replicates the selection option, it’s attributes, choices and their associated attributes creating a copy or clone for linking to other SKUs or options.
DELETE	Ensure the data row you wish to remove has been highlighted before selecting this feature, as it is not possible to reverse this action. Clicking deletes the highlighted row from the dataset with the condition that it has not been ‘sent’ to SwanFRS, in which case deletion is prohibited. To disable a range from being sent (and its associated items) tick the ‘Exclude from XML' check box. It is also recommended that Notes are added to inform viewers of decisions taken relating to the range - Notes are not sent to SwanFRS.
SORT	Clicking allows the operator to resequence the data list into selected pick list item order and secondly whether to show ascending or descending values.
QUICK SET	This button allows the operator, subject to permission, to apply a change to a chosen data element and apply the change to a selected list of data.
CLOSE	Click this button to close the Options window and return to the Main Menu.
VIEW / EDIT CHOICES	This button, visible toward the bottom of the window, when clicked, opens a new window listing the choices associated with the highlighted option and allows, subject to permission, maintenance of them.
SHOW LINKS	This button only appears when an option has been linked to either another option-choice or assigned to an item. When an option is used the displays shows a green notice in the centre of the window indicating where the option has been used. Clicking the SHOW LINKS button opens a window show where the option has been used.
ADD CHOICES	See Quick Add Choices below
RESEQUENCE	This button only appears when there are choices (answers) linked to the Option (question). When selected the following form displays showing all choices linked to the option. To resequence, select a row then use the arrow buttons to change the display order. When ready to commit, click the APPLY button which will change the numbering of the Grid Sequence field. Sequencing allows the retailer to control the order in which choices are listed for example, Allowing you to show the ‘on display’ colour the first on the list.

The lower section of the screen populates when an option is highlighted and lists, when viewing ‘pick list’ options the choices linked to that question.

The number of choices / answers is listed along with a VIEW / EDIT CHOICES button which when selected allows changes to this list.

Quick Add Choices

The lower right section of the screen, shown with a yellow background, allows rapid addition (in edit and new modes), of options. - Either paste the list of choices or key in separating each choice by holding down the CONTROL and pressing RETURN. Once the list has been entered pressing the RETURN key enables the ADD CHOICES button, which when pressed adds the choices to the list of available selections to this option.

Where the choice option appends to the supplier’s reference enter the choice followed by a comma and then the suppliers codes for that choice - for example Red,R1 - this adds ‘red’ to the pick list with a suppliers reference for red of R1.

Option Attributes

This feature allows additional information to be associated with the option (question) and sent to SwanFRS as part of the product and pricing export.

Clicking the video icon in the top left of the menu, and subject to access, the operator can watch a short video relating to this page.

The screen lists the attributes linked to the highlighted option.

Button	Action
NEW	Clicking opens a data entry form at the foot of the window thus allowing new option attributes to be created. Data isn’t saved unless the SAVE button is selected (only displays when inserting a new record to the left of the CLOSE button). If selected in error click on an existing row to cancel the new action and return to the browse mode.
EDIT	Clicking opens the data entry form at the foot of the window whereby it is possible to change the attributes value. Pre-set attributes cannot be amended, for these, the option-attribute should be deleted an a new one added. Data isn’t saved unless the SAVE button is selected (only displays when inserting a new record to the left of the CLOSE button). If selected in error click on an existing row to cancel the new action and return to the browse mode.
DELETE	Ensure the data row you wish to remove has been highlighted before selecting this feature, as it is not possible to reverse this action. Clicking deletes the highlighted row from the dataset.
SORT	Clicking allows the operator to resequence the data list into selected pick list item order and secondly whether to show ascending or descending values.
QUICK SET	This button allows the operator, subject to permission, to apply a change to a chosen data element and apply the change to a selected list of data.
MULTI-MODE	This feature allows a single attribute to be added to or removed from a range of options in a single action.
CLOSE	Click this button to close the Option Attributes window and return to the Main Menu.

Choices

This button allows the operator to view and subject to permission maintain the option choices (answers) set against options within the spreadsheet.

Clicking the video icon in the top left of the menu, and subject to access, the operator can watch a short video relating to this page.

The top left side of the menu lists the options and associated choices within the dataset, the top right shows the primary thumbnail image of the option-choice, where set.

The lower half of the screen displays the data related to the highlighted option-choice,

Use the Select Data Source to change the display choosing from General &, Pricing data elements.

The maximise performance the display shows a maximum of 100 records at a time.

Clicking the Filter button allows the operator to filter the data, choosing a field and conditions to filter the data.

Forward and back buttons allow navigation to the next or previous 100 rows. (page navigation is not operational when the data is filtered / all matching rows are displayed)

Alongside these buttons, the display shows the number of rows, hovering over this message when using filters displays the filter condition applied.

Button	Action
NEW	Clicking clears data from the bottom section of the screen and allows for a new option-choice to be entered. Data isn’t saved unless the SAVE button is selected (only displays when inserting a new record to the left of the CLOSE button). If selected in error click on an existing row to cancel the new action and return to the browse mode.
EDIT	Clicking allows access to the lower sections of the screen where a amendments are possible. Use the tabs to move between the data sets making changes as appropriate. Data isn’t saved unless the UPDATE button is selected (only displays when inserting a new record to the left of the CLOSE button). If selected in error click on an existing row to cancel the new action and return to the browse mode.
DELETE	Ensure the data row you wish to remove has been highlighted before selecting this feature, as it is not possible to reverse this action. Clicking deletes the highlighted row from the dataset with the condition that it has not been ‘sent’ to SwanFRS, in which case deletion is prohibited. To disable a SKU from being sent (and its associated items) tick the ‘Don’t Send to SwanFRS' check box.
SORT	Clicking allows the operator to re-sequence the data list into selected pick list item order and secondly whether to show ascending or descending values.
QUICK SET	This button allows the operator, subject to permission, to apply a change to a chosen data element and apply the change to a selected list of data.
CLOSE	Click this button to close the Choices window and return to the Main Menu.
Image hyperlink	When an image has been associated with a option-choice its thumbnail image is shown on the page, clicking the image produces a window displaying a larger version of the thumbnail image. Click the CLOSE button to return to the data menu.
ATTRIBUTES	Clicking opens a window listing all attributes linked to the highlighted SKU. Subject to permission it is possible to add and maintain this list.
OPTIONS (CHOICES)	Clicking opens a window listing all options linked to the highlighted option-choice. This is where the answer to one question generates a second or subsequent question. This is sometimes referred to as nested / second level or tiered questions. Subject to permission it is possible to add and maintain this list.

Choice Attributes

This feature allows additional information to be associated with the option - choice (answer / pick list) and sent to SwanFRS as part of the product and pricing export.

Clicking the video icon in the top left of the menu, and subject to access, the operator can watch a short video relating to this page.

The screen lists the attributes linked to the highlighted option-choice.

Button	Action
NEW	Clicking opens a data entry form at the foot of the window thus allowing new option-choice attributes to be created. Data isn’t saved unless the SAVE button is selected (only displays when inserting a new record to the left of the CLOSE button). If selected in error click on an existing row to cancel the new action and return to the browse mode.
EDIT	Clicking opens the data entry form at the foot of the window whereby it is possible to change the attributes value. Pre-set attributes cannot be amended, for these, the option-attribute should be deleted an a new one added. Data isn’t saved unless the SAVE button is selected (only displays when inserting a new record to the left of the CLOSE button). If selected in error click on an existing row to cancel the new action and return to the browse mode.
DELETE	Ensure the data row you wish to remove has been highlighted before selecting this feature, as it is not possible to reverse this action. Clicking deletes the highlighted row from the dataset.
SORT	Clicking allows the operator to re-sequence the data list into selected pick list item order and secondly whether to show ascending or descending values.
QUICK SET	This button allows the operator, subject to permission, to apply a change to a chosen data element and apply the change to a selected list of data.
MULTI-MODE	This feature allows a single attribute to be added to or removed from a range of options in a single action.
CLOSE	Click this button to close the Choice Attributes window and return to the Main Menu.

Choice Options

This button is used to set up and maintain (subject to permission) questions asked when a specific answer is selected for a question. It allows question within question or context sensitive questions.

It is possible to create up to 20 layers of questions each layer can have a current maximum of 50 questions linked to each answer (the 50 maximum can be extended if needed - contact Swan Support should this situation arise).

Clicking the video icon in the top left of the menu, and subject to access, the operator can watch a short video relating to this page.

The left hand side displays a list of option-choices , highlighting (by clicking the row) displays populates the right hand side with linked (question within question) choices.

Where applicable the button to the right of the option, allows the operator to drill into the option to view the choices linked to that option.

Button	Action
NEW	Clicking opens a data entry form to the right of the page whereby the option-choice must be specified before linked questions can be selected. Data isn’t saved unless the SAVE button is selected (only displays when inserting a new record to the left of the CLOSE button). If selected in error click on an existing row to cancel the new action and return to the browse mode.
EDIT	Clicking displays the selected linked options and allows editing. Data isn’t saved unless the UPDATE button is selected (only displays when inserting a new record to the left of the CLOSE button). If selected in error click on an existing row to cancel the new action and return to the browse mode.
CLONE	Retains the highlighted linked options and allows a new option-choice to be created thus cloning the original settings.
DELETE	Ensure the data row you wish to remove has been highlighted before selecting this feature, as it is not possible to reverse this action. Clicking deletes the highlighted row from the dataset.
MULTI-DELETE	This options allows the selection of one, some or all option-choice links and upon confirmation deletes them from the dataset. There is no undo feature, please ensure all data is correctly selected before deleting the selected rows.
SORT	Clicking allows the operator to re-sequence the data list into selected pick list item order and secondly whether to show ascending or descending values.
QUICK SET	This button allows the operator, subject to permission, to apply a change to a chosen data element and apply the change to a selected list of data.
MULTI-MODE	This feature allows one some or all option-choice combinations to be selected with a similar selection for additional options.. The routine will then either add the chosen options to the selection option-choices or remove the combination where they exist in the dataset.
CLOSE	Click this button to close the Choice-Options window and return to the Main Menu.