How to Create Custom Fields

You can create custom fields to track any item or folder-related details in Sortly. This is generally unique information you want to track that doesn’t fit into any of the default fields provided by Sortly. 

Custom Field Limits by Plan Type

Free Plan - 1 Custom Field

Advanced Plan - 10 Custom Fields

Ultra Plan - 25 Custom Fields

Enterprise Plan - Unlimited Custom Fields

To see the full breakdown of each plan, please visit https://www.sortly.com/pricing/.

 

Types of Custom Fields

Sortly users can currently create up to 12 different types of custom fields:

  1. Small text box (190 character limit): Alphanumeric (e.g., Customer ID, Product SKU, etc.).
  2. Large large box (4000 character limit): Alphanumeric (e.g., Status updates, instructions, notes, details). The content within this field is not searchable within the app.
  3. Number field (rounded): Number without decimals. (eg. Quantity, count, etc.)
  4. Number field (with decimal points): Number with decimal points (e.g., Price, measurements like volume, area, length, etc.)
  5. Checkbox: To highlight status. It can be selected or deselected. (eg. Damaged, repaired, ordered, sold)
  6. Dropdown: Add up to 250 options in the dropdown list
  7. Date & time selector: Select Date & Time (e.g., Sold Date, Expiry Date, Purchase date, etc.). With this custom field, you can also add date-based reminder alerts. Please take a look at this article for more information on adding these alerts. (only available to Sortly Ultra & Enterprise users)
  8. Scanner: Add an additional barcode to items within Sortly. You can Scan 1D & 2D Barcodes/QR codes.
  9. Weblink: Add a link to a website. (up to 300 characters)
  10. Phone Number: Add a phone number (This is clickable in the app & the web to perform the call action).
  11. Email: Add an email address to the items. 
  12.  File Attachment: Attach Word, Excel, or PDF files to your items or folders. (Limit of 3) Please note that this custom field is only available to Sortly Ultra & Enterprise users

 

Creating a Custom Field (Web)

1. Go to the Settings gear icon and click Custom Fields.

2. Click on the Add Custom Field button at the top right of the screen

3. Select the field type. You can choose from the Suggested Fields or click Create your own field to see all options.

4. Enter the Field Name and other optional details (depending on the field type) and click Save

Notes:

  • Applicable To - Choose if the field should be applied to items, folders, or both. This cannot be changed after the field has been created
  • Enter Default Text - Text entered in this field will show on all items/folders for this custom field. Leave blank if you don't want any text to show automatically.
  • Enter Placeholder Text - Text entered in this field will show on all items/folders for this custom field. Use this to instruct users what to enter in this field.

Your custom field will now show on all items and/or folders, depending on which option you chose upon creation.

Creating a Custom Field (Mobile)

  1. Click on the Menu tab, then Settings, then Custom Fields:
  2. Then tap the plus icon in the bottom right
  3. Select the field type. You can choose from the Suggested Fields or click Create your own to see all custom field options.
  4. Enter the Field Name and other optional details (depending on the field type) and click Save

    Notes:

    • Applicable To - Choose if the field should be applied to items, folders, or both. This cannot be changed after the field has been created
    • Enter Default Text - Text entered in this field will show on all items/folders for this custom field. Leave blank if you don't want any text to show automatically.
    • Enter Placeholder Text - Text entered in this field will show on all items/folders for this custom field. Use this to instruct users what to enter in this field.

Your custom field will now show on all items and/or folders, depending on which option you chose upon creation.

 

Editing or Deleting Custom Fields (Web)

There may be times when you want to edit a custom field with updated information or placeholder text. To do this, from the Custom Field page, hover over the custom field you want to edit/delete. From the Actions column, choose either the pencil icon (edit) or the trashcan icon (delete).

When editing, you will only be able to update the following:

  • Field Name
  • Default Text
  • Placeholder Text

You can also choose which three Custom Fields to show in the List View by toggling the button:

 

 

In the List View, Custom Fields will show as the first three items on the right. If there are Notes on the item, only the first two custom fields will show:

 

Editing or Deleting Custom Fields (Mobile)

There may be times when you want to edit a custom field with updated information or placeholder text.

  1. Navigate to Menu>Settings>Custom Fields, click on the three dots next to the field you want to edit, and click Edit:
  2. When editing, you will only be able to update the following:

To reorder the custom fields, click on the pencil icon at the top right and drag/drop the fields in the order you want:

To Delete a Custom Field, click on the three dots to the right and then Delete:

 

 

FAQ

Can I edit the type of custom field?

You will not be able to edit the type of custom field or edit it to include items and/or folders. If you need to add a custom field to an item or folder after creation, you will need to create a new custom field and select items and folders at that time.

I deleted a custom field. How can I get it back?

At this time, once a custom field is deleted, it is not recoverable.

 

 

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