There are several ways do to this in Sortly. You can:

• Set up your folder structure in a way that mirrors properties and/or jobs
• Use Custom Fields to denote items that are on properties
• Use Tags to mark items that are on properties

Setting Up Your Folder Structure

In Sortly, the easiest way to track items as they move from your main inventory to a specific property is by setting up a folder system that mirrors your operations. Here’s how to do it step by step:

1. Set up your folders

• Create a main folder for your main inventory location (Warehouse, Stockroom, Storage, etc.)

• Create a separate folder for each property or project

• Optional: Group all property folders under a parent folder called “Properties” for easier organization and reporting

It may look something like this:

2. Move an item to a property manually (web version)

• Hover over your mouse over your item, and choose the Folder + Arrow icon for "Move to Folder"

• Enter the Quantity to move, select the optional move reason and/or enter an optional move (transaction) note, and select the appropriate property folder

• Click Save

Read more about moving items here: Moving Items

OR

3. Move an item to a property by scan (mobile version)

• Assign QR codes or barcodes to your items

• Scan the item and move it directly to the property folder

• Click Save

Learn more about moving items via scan here: 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

If you use QR/barcodes and have downloaded the Sortly Mobile App, moving items between folders is even faster with Quick Actions!

Using Custom Fields

Note: Please see the Help Article on Custom Fields here: How to Create Custom Fields for plan, character, and option limits.

You can use custom fields to help track and organize items that are being sent to a property. Here are a few ideas:

1. Add a field for property name or number
If you don’t want to rely on folders alone, you can create a text or dropdown field for Property or Job Number. This can be helpful if you later filter or report on items that have moved through multiple jobs or need to be tracked across locations: 

The screenshot above has marked the Property/Job Number custom field as Visible in List View. This way, if you view your items in List (as opposed to Grid or Table), you'll see the field at a glance:

You can view up to three custom fields in List view.

2. Add a field to track status
Create a dropdown custom field called Status with options like:

• Available

• In Transit

• On Site

• Returned

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

3. Add a date field
Use a Date field to track when an item left for the property or when it’s expected to return. You might name this field Date Sent to Property 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 (note: this cannot be edited later)

Using Tags

Tags are a flexible way to quickly label items that are being sent to a property. Here are a few ways to use them:

1. Tag by property name or number
Add a tag like Property-A, Property-B, or P-123 to any items going out. You can then filter by that tag to instantly see what’s been assigned to that property, no matter where the item lives in your folder structure.

2. Tag by status or stage
In the same fashion, create tags like In-Transit, Delivered, or Awaiting Pickup to track movement without having to use a custom field. This is helpful if you want to see what’s actively being sent out today or still waiting to go.

You can find further information on Tag management here: Using Tags to Organize Your Inventory.

Tips:

• Tags can be created quickly, so consistency is important
• Once a tag is deleted from the Tags tab, it cannot be recovered
• Tags can be searched in the Tags tab, and in Advanced Search

Questions? Please contact our Support Team.