How do I categorize an item as going out to a job or location?

Setting Up Your Folder Structure

The easiest way to track items as they move to a job or location is to set up a folder system that mirrors your operations.

Set Up Your Folders

• Create a main folder for your main inventory location (Warehouse, Stockroom, Storage, etc.)
• Create a separate folder for each job, location, or project
• Optional: group all job/location folders under a parent folder called "Jobs & Locations" for easier organization and reporting

It may look something like this:

Move an Item to a Job or Location on Web

1. 1Hover over the item and choose the Folder + Arrow icon for "Move to Folder"
2. 2Enter the quantity to move, optionally select a move reason or enter a note, and select the appropriate job or location folder
3. 3Click Save

Read more: Moving Items

Move an Item to a Job or Location by Scan (Mobile)

1. 1Assign QR codes or barcodes to your items
2. 2Scan the item and move it directly to the job or location folder
3. 3Click Save

Learn more: Quick Actions on the Sortly Mobile App

Tips

• Keep folder names short and clear
• Set folder-based user permissions to control who can move items
• Use the Activity History or Transactions report to track movements

Using Custom Fields

Custom Fields can help track and organize items being sent to a job or location. Here are a few ideas:

1. Add a field for job or location name or number

Create a text or dropdown field for Job/Location Name or Job Number. This can help if you later filter or report on items that have moved through multiple jobs or need to be tracked across locations:

The screenshot above marks the Job/Location Number field as Visible in List View.  You can view up to three custom fields in List view.

2. Add a field to track status

Create a dropdown field called Status with options like:

• Available
• In Transit
• On Site
• Returned

When you move an item to a job or location folder, update the field to show it's In Transit or On Site. This gives your team clarity on where things are without digging into notes or folders.

3. Add a date field

Use a Date field to track when an item left for the job or location, or when it's expected to return. You might name this field Date Sent or Expected Return Date, depending on your workflow.

Tips

• Custom Fields are searchable in Advanced Search
• They also show up in reports and exports
• You can apply Custom Fields to Items, Folders, or both (this cannot be edited later)

Using Tags

Tags are a flexible way to quickly label items that are being sent to a job or location.

1. Tag by job or location name or number

Add a tag like Job-A, Job-B, or J-123 to any items going out. Filter by that tag to instantly see what's been assigned to that job or location, no matter where the item lives in your folder structure.

2. Tag by status or stage

Create tags like In-Transit, Delivered, or Awaiting Pickup to track movement without a custom field. This is helpful if you want to see what's actively being sent out today or still waiting to go.

Learn more: Using Tags to Organize Your Inventory