Items Colours

Items Colours (Settings > Entities > Items Colours) is the master list of paint colours the system offers wherever a colour is chosen for a line item: on the customer’s proposal, on the customer timeline, in colour consultant colour schedules and in the office. Operations and the colour consulting team maintain it.

What you see

The list shows 25 colours per page:

Column	Meaning
Name	The colour name shown to customers and trades. Seeded names carry a bracketed suffix such as (D) or (T) that identifies the paint range the colour comes from.
Colour Code	The manufacturer’s code for the colour, for example SW1G1. Required.
Image	The swatch image uploaded for the colour.
Actions	Edit and Delete.

Only current colours are listed. When the library was refreshed in 2024 every earlier colour was flagged as legacy; legacy colours are hidden from this list and from every picker, but remain on record so older quotes still display the colour that was chosen.

What you can do

Add a colour

1. Click the green + button.
2. Enter the Name and the Colour Code.
3. Choose an Image file (jpg, png or gif) for the swatch.
4. Click Create.

Edit or delete a colour

Click Edit to change the name, code or swatch. Uploading a new image replaces the old one. Delete soft-deletes the colour; it disappears from pickers but the record is retained.

Every colour needs a code and an image

The business rule (ROCH-1398) is that a colour without a code and image must not be selectable on proposals, timelines or colour schedules. The pickers only offer colours that have an image, so a colour saved without one will not appear to customers.

How it works behind the scenes

• Customer proposal. When a customer reviews a quote they must make a colour decision for the painted items: pick colours from this library, choose match existing, or ask for a colour consultant. There is no default selection (ROCH-1027). The picker searches this list by name and only shows colours with an image.
• Customer timeline. After acceptance the customer, or a logged-in staff member acting for them, can change colours from the timeline. The agreed rule (ROCH-969) is that office changes are followed by an email to the customer the next day.
• Colour schedules. A colour consultant builds a colour schedule for the job with numbered options, each option combining one or more colours from this library with images and a comment. The customer views the schedule, chooses an option and accepts it. Schedule statuses are Unaccepted (sent, awaiting the customer), Accepted (customer has chosen) and Project Overlay Requested (customer asked for a visual overlay before deciding). While a schedule is Unaccepted the hourly Colour schedule reminder task re-emails the customer every 72 hours after it was sent.
• Colour change alerts. Every hour the Line item colour change alert task looks for job line items whose colour changed more than an hour ago and has not yet been reported. It emails the job’s project manager (or the service mailbox if the job has no PM) with the changed items, copying the Line Item Colour Changed list in CC Emails. Colour consulting emails also copy the Rochele Interior list.
• Trades. The chosen colour appears on the job card and in the tradesperson app against each line item, so painters see exactly what to apply.

Tips and gotchas

• Renaming a colour changes what customers and trades see on existing quotes and jobs, because they store the colour by reference. Add a new colour rather than repurposing an old one.
• If a customer says they cannot find a colour, check that it has an image here; colours without images are hidden from the picker by design.
• Legacy colours cannot be managed from this screen. If one needs to come back, add it again as a new colour with its code and image.