Is the alphabetical order of items (most of the time set as default) not the ideal sorting? This article is the right for you then. Choose from other options described below.
Can I arrange my items "the other way around"? For each option, you can choose whether you prefer your items to be arranged in ascending or descending order. Click the arrow in the top right-hand corner in the left part of screen (the one with list of items, see picture below).
What are the options? The ways of sorting the items are the following:
- by order (see part 1)- by the order you choose using drag and drop method (first you need to "Allow relocation")
- by creation (see part 2) - by the date of creation of the items
- by prefix (see part 3) - by the code of the items
- alphabetically (default) - by the name of the items
- by last modified (see part 4) - by the date of the last modification
- by detail (see part 5) - select an item detail that you would like to use as the criteria for sorting
To customize the defaut item sorting for each datasheet, see the end of this article.
None of the options available of sorting items suit you? Make your own. To do so, allow the relocation of items, then drag and drop the items in the order you want. This item order will be automatically saved under the option "by order".
Step 1. Open the menu for the list of items (three dots in the bottom left-hand corner)
Step 2. Allow relocation
Step 3. Drag and drop the items in the order you want
(steps 4 and 5 are optional)
Step 4. Open the menu for the list of items for the second time
Step 5. Deny move
This option will sort the items by the date of their creation.
Where to view the date of creation of an item? You can look it up in the item history (see picture below).
What is a prefix and how can it be set? A prefix is a code that can be attributed to every item. The (automatic) code can be set in the first phase of creation of an item (in "more settings"). Also, being part of basic information about an item, it can be set / modified later (see the instructions in this article, Case 1). The third way of assigning a code to an item, which is, for now, the only one that is taken into account while sorting the items in the list of items, is to change the settings of a datasheet so there is a selection of codes in a default format (e.g. serial number, year), one of which can be set as default code (automatic code) for all new items. Read how to set up an automtic code for newly created items (for administrators).
Where to look for prefixes? See the picture below:
To track the changes made in a datasheet, use either the widget "Last modified" in the datasheet dashboard (learn more here) or sort the items by the date of last modification. To see the latest changes on top of the list, make sure the items are arranged in a ascending order - the arrow shoud be facing down (see above).
Where to see the history of modificationa of an item? You can look it up in the item history (see picture below).
In the history, you can track all the changes made to the item. The history is auditable.
None of the above is the one you need? What about choosing an item detail and use it as the criteria for sorting your items.
This allows you, for example, to sort items by the date of employment, last name, workplace, number of days of holidays left, and much more. In the picture below, you can see how to sort the items by last name of employees: