Search & lists

Finding things fast: the search bar, and list pages you can shape to how you work.

Search

The search box at the top of every screen searches the whole workspace at once: clients, quotes, orders, invoices, payments, shipments, attachments, credit notes, items, vendors, purchases, projects, expenses, client POs, production runs, recurring invoices, stocktakes and quote templates, plus the settings pages, by name, company, document number, the client's PO number, SKU, barcode, bin and more. It also finds a payment by its number, reference or amount, a shipment by part of its tracking number, a file by its name, a quote, order or invoice by an item number or description on its lines, and a client or vendor by phone number, however the number was written. An item comes back under its number and revision together (1042 rev B). Results are grouped by type with the best match first: an exact number, then one that starts with what you typed, then the rest, and archived records last, marked archived.

Use the Up and Down arrow keys to move through the results, Enter to open the highlighted one (or the first, if none is), or click one. A section's See all opens that list already filtered by what you typed.

Press Ctrl K (⌘K on a Mac) from anywhere to jump into the box, and Escape to leave it. The camera button at its right end is a barcode scanner: point your camera at a barcode and the code goes into the box.

List pages

14 lists share the same tools: Clients, Items, Quotes, Orders, Invoices, Credit notes, Payments, Vendors, Purchases, Inventory, Spending and Projects.

• Search: a box that filters that list (by number, name, company and so on).
• Filters: status, tags, client or vendor, category, and date ranges (including both ends) on document lists.
• Sorting: click a sortable column heading to sort by it, and again to reverse it. The sort is in the page address, so you can bookmark or share a sorted list, and each list opens in the sort you used last. Last used on clients and items puts the ones you use most at the top.
• Columns: a column picker for each list, saved to your profile so it follows you to other devices.
• Pages: pick 25, 50 or 100 under Rows per page below the list. The choice is remembered for that list, on every device.

Client POs, recurring invoices, production runs, stocktakes, materials and quote templates have a search box and Rows per page too (materials also sort by name or on hand from their headings). Client POs and recurring invoices also have sortable headings, Views, Columns and Export CSV.

The page's own buttons (New client, Import and so on) and the count are at the left of the toolbar above the table, with Views, Export CSV and Columns at its right. On a computer the rows scroll inside the list, so the filters, the toolbar, the column headings and the buttons stay in view. On a phone the page scrolls as a whole, and the bar with Previous and Next stays at the bottom.

Saved views

A view is a named set of filters, sort and columns for one list, such as "Unpaid invoices", "Draft orders for Acme" or "Stale catalog". Views are yours: they don't change anyone else's lists.

• Save: set the list up the way you want, open Views and choose Save current as new view…
• Apply: pick a view from the menu, and the list takes its filters, sort and columns.
• Update, rename or delete from the same menu.
• Default view: star a view and that list opens on it whenever you visit without filters. Clear in the filter bar steps out of it.

Doing one thing to many rows

Orders, quotes, invoices, items, clients and purchases have a checkbox column. Tick some rows and a bar appears at the bottom with what you can do to them. The header checkbox takes the whole page, and Select all takes everything the filters match, not only what's on screen, up to 5,000 rows.

What each list offers:

• Orders: set the status, Raise invoices (with One combined invoice per client if you want it), email them to their clients, add or remove a tag, set the promised date, set the source, archive, restore, delete drafts.
• Quotes: send them to their clients, mark expired, archive, restore, delete drafts.
• Invoices: send them to their clients, send a reminder now, mark sent, archive, restore, delete drafts.
• Items: set the category, set the tax group, turn stock tracking on or off, adjust prices (by a percentage or an amount, or Set to a price, with .99, .50 or whole-unit rounding), add or remove a tag.
• Clients: add or remove a tag, set the payment terms, archive, restore.
• Purchases: set the status, receive everything outstanding, archive, restore.

How they behave:

They follow the same rules as doing it by hand. Archiving forty orders is checked exactly as archiving one is, moves the same stock, and writes the same entry to each record's history, plus one line saying the forty came from a single click.

Failures are listed by record. A run of sixty where fourteen fail is forty-six done and fourteen to look at, and the result names each one and why it failed.

Sending is up to 50 at a time. Each document goes to its client's main email address with the PDF attached, and a draft becomes Sent. A client with no email address is listed as failed and the rest still go.

Big runs go to the background. Up to 50 rows finish while you watch. More than that carries on without you: a progress dialog shows how far it's got, and you can close it and come back.

Tags

Clients, items, orders, vendors and projects carry tags, and they all draw on one list, kept in Company Settings → Tags. Type a tag anywhere and it joins the list. Type "wholesale" where "Wholesale" already exists and you get the existing spelling, not a second tag that looks the same and filters differently.

The list does two things a tags box can't:

• Rename: fix "wholsale" once and every client, item, order, vendor and project with it is updated at once. Changing only the capitals, "wholesale" to "Wholesale", updates them too.
• Merge: fold two tags into one everywhere. A record that had both ends up with one.

Each tag has a color for its chip and a usage count, which is how you find the tags nothing uses. Recount counts them again.

Deleting a tag takes it off every record that has it, so it has its own confirmation.

Tags aren't categories. A tag is a label and a thing can have several; a category is where an item is filed, there's exactly one, and reports group by it.

Custom fields

Custom fields don't appear as columns or filters on the lists in the app yet. The API's list endpoints filter by them as cf.<key>, and the API's CSV export includes them.

CSV export

The 14 lists above have an Export CSV button next to Columns. It downloads the whole filtered list, not only the current page, with the columns you have showing, in their order, sorted the way the list is. Large lists stream as they download, so thousands of rows are fine. Expenses, materials, production runs, client POs and price lists don't have one.

Through the public API, add ?format=csv to most list endpoints for the same export.

CSV import

The Clients, Items, Materials, Vendors and Expenses lists have an Import button next to New client, New item and so on. It reads a CSV, lets you map its columns to OrderDen's fields, checks the rows, and can undo the whole run afterward. Common webstore exports are recognized as they come. See Importing your spreadsheet.

Keyboard

On a quote, order or invoice, Enter in a line's boxes moves to the next box, then to the next line, and past the last box adds a new line. Shift Enter goes back a box, and Enter in a description still starts a new line. On any form with a Save button at the bottom, Ctrl Enter (⌘ Enter on a Mac) saves, and Escape is the same as Cancel, asking first if you have unsaved changes.

On a phone

Every page works from a phone to a large screen. On a phone the sidebar becomes a strip across the top, under the header, that scrolls sideways.