Jobs

How Jobs works

Jobs is available in the Workflows section of Sortly, on both web and mobile. Each job gets its own folder, keeping all the materials for that job together and separate from the rest of your inventory.

A job moves through a simple lifecycle:

• Create the job and capture its details.
• Organize items into optional subfolders that match how your team works.
• Pull items from inventory into the job as they get used.
• Track progress by updating the job status and item quantities.
• Complete the job and save a permanent record of everything that was used.

Who can use Jobs

Every role can use Jobs. Owners and Admins see every job. Everyone else sees only the jobs they created or were added to as a member.

Within a single job, you control each member's access separately. When you add someone, choose whether they can view only or manage items in that job.

Owners and Admins also have access to org-wide Job Settings, including the ability to define Additional Fields (custom fields that appear on every job, such as Project or Customer name) and Custom Subfolders (a default subfolder structure applied to every new job the team creates).

Create and run a job

Follow these steps to take a job from setup through to completion. Steps 2 and 3 are optional.

1. 1
   Create the job

   Go to Workflows, open Jobs, and create a new job. Enter job number, dates, notes, and an external job link. A job folder is created automatically. Start Date, End Date, and External Link are optional.

1. 2
   Add subfolders (optional)

   Organize items into subfolders by room, stage, or material family. Suggested subfolders are offered to start. Keep, rename, add, or skip them. You can change subfolders any time while the job is active.

1. 3
   Add members

   Add teammates using Edit members. Team Members and Custom Roles can each be set to View Only or their role's default access level.

1. 4
   Pull items into the job

   Go to the Items tab and use Pull Items to select the items you want to add to this job.

1. 5
   Start the job

   Change the status from Not Started to In Progress. Status is visible in both the job list and the job detail page.

1. 6
   Track and update items as work happens

   You can update quantities and move items between subfolders from two places:

   • Workflows > Jobs — open the job and use the Items tab.
   • All Items > Job folder — navigate directly to the job folder in your inventory.

   Both show the same items and support the same actions.

1. 7
   Complete the job

   Change status to Completed. Return any unused items to inventory or another active job. Only what was actually used stays with the job.

1. 8
   Your job history is saved

   This gives you a reliable history of exactly what was used, which comes in handy for billing, reviews, and future reference.

Understanding Job Statuses

• Not Started: the job has been created but work has not begun.
• In Progress: the job is underway. You can add items, move them around, and update quantities.
• Completed: the work is done. The job is closed and nothing inside it can be changed.

Only an Owner can delete a job, which sends the job folder to Trash.

Completed jobs are automatically hidden from your main inventory view. To see them, use the folder filter and select Job Folders. You can also filter to show only Item Folders to hide job folders from view entirely.

Delete a job

If you created a job by mistake or no longer need it, you can delete it. Open the job, click the three-dot menu (...) in the top right corner, and select Delete. You will be asked to confirm before the job is removed.

Deleting a job sends the job folder and all its subfolders to Trash. Any items that were still inside the job folder at the time of deletion will also move to Trash. You can restore them from Trash if needed.

Job Settings

Owners and Admins can configure default additional fields and subfolders that apply to every new job your team creates. Go to Settings and select Job Settings.

Additional Fields

Add custom fields to capture extra details on every job, such as Foreman or Contractor. These fields appear on every new job your team creates. You can add up to 2 custom fields.

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Custom Subfolders

Add subfolder names here to have them pre-populated whenever a new job is created. This saves your team from setting up the same subfolders from scratch each time. You can still add, rename, or remove subfolders on individual jobs at any time.

Using Jobs on mobile

Jobs is fully supported on the Sortly mobile app for iOS and Android. You can create jobs, pull items, update quantities, move items between subfolders, and complete jobs from your phone or tablet. Item movements made on mobile update your inventory in real time and work offline, syncing when you reconnect.

Reporting on a job

All activity that happens inside a job folder is captured in Sortly's standard reports. Go to Reports and filter by the job folder to see data specific to that job.

The two most useful reports for reviewing a job are:

Activity History

Shows a log of every action taken, who performed it, and when. This is the report to use when you want to know who moved an item, who pulled it into the job, or who made a change. Each entry shows the action type (such as Move Item — Added to Job), the user's name, and the item and folders involved.

Transactions

Shows the exact inventory detail behind every movement — quantity change, transaction type, folder, and item price. When an item is pulled into a job, you'll see two matching rows: a positive quantity entry in the job folder and a negative entry in the original folder. This is the report to use for billing, reviewing what was consumed, or reconciling quantities.

Frequently Asked Questions