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How to Add Items

It's easy to add items to Sortly, whether you're using the web or mobile app. You can add items individually, scan a code, or use the Bulk Import feature for multiple items.

Add items on the web

  1. 1From the Items tab or within a folder, click Add Item.

  2. 2Enter the details about the item.

  3. 3Review the default fields.

    The image above shows all the default fields you can use to add details about the item. There are only two required fields: Item Name and Quantity. Outside of these, you can add more information or leave the other fields blank.

    The fields you will see by default are:

    • Item Name
    • Quantity
    • Min Level
    • Alerts (bell icon)
    • Price
    • Value
    • Add images (up to 8 total images)
    • Item Variants

  4. 4Optional: click Show All Fields to add all of the item details at once.

  5. 5Click Add, and your item will be in your inventory!

Add items on the mobile app

  1. 1From the Items tab, tap the + sign in the bottom right and choose Add Item.

  2. 2Enter the details of the item, including Item Name, Quantity, and any other information you'd like to include, and tap Save in the upper right.

Add items by scanning on mobile

  1. 1From the Items tab, tap the + sign and then Add Item via Scan.

  2. 2The scanner will appear, and you can scan the code.

    • If the code can be found on Amazon or eBay, Sortly will auto-populate the item details.
    • If the code cannot be located, you can enter the item details manually.

  3. 3Once your item details are entered, tap Save in the upper right.

⚠️ Note: Add Item via Scan supports standard barcodes only, not QR or Data Matrix codes. To connect a QR code to an item, add the item manually and then follow the instructions here.

Add items in bulk

If you would like to add items in bulk, see the Bulk Import article. You can use our prebuilt template, or use your own Excel file to import multiple items at one time.

Clone or duplicate items

With Sortly, it's a breeze to duplicate (clone) individual items or entire folders using the desktop or mobile app. This makes adding inventory with the same specifications quick and easy.

When cloning an item, you can:

  • Rename the item
  • Choose the number of clones
  • Choose to create unique Sortly IDs (SID) for each clone
  • Choose the location of the cloned item(s)

In the example below, we have an item with an expiry date set, but we received the same item with a different expiry date.

  1. 1Click the three dots and then choose Clone.

  2. 2Adjust the details of the item. If the item is exactly the same, we suggest removing (Copy).

  3. 3Once the clone is created, click Edit to add the unique expiry date.

  4. 4You will then see 2 items nested under one, with different expiry dates.

Frequently Asked Questions

Can I generate a unique SID when cloning items in bulk?
When cloning items in bulk, the option to generate a unique SID is not available. However, if you clone items individually, a unique SID will be generated for each one.
How do QR codes and barcodes work with SIDs when cloning?

When an item is cloned, it retains the same SID (Sortly ID) as the original unless the “Generate Unique SID” option is selected.

  • If you keep the same SID, all cloned items will share the same QR code and barcode.
  • If you select “Generate Unique SID,” each cloned item will receive a different SID, ensuring that each one has a unique QR code and barcode for individual tracking.

For bulk cloning, the option to generate unique SIDs is not currently available, so QR codes and barcodes will remain the same because the SID is the same.

How can I create multiple items with different serial numbers?

If you need several versions of the same item, each with a unique serial number, follow these steps:

  1. Create a custom field for serial numbers. Learn how to create a custom field for serial numbers.
  2. Add the first item. Here’s how to add items.
  3. Duplicate the item as needed. See how to duplicate items or folders. If you want all the duplicates to remain under the same SID, make sure the “Generate Unique SID” option is turned off.

Once you've duplicated the items, you can assign unique serial numbers to each one through the custom field!

How do I rename an item?
  1. Click into your item.
  2. Choose Edit in the top right of your screen.
  3. Update the name, and save!