~25 min Beginner

Organize your inventory with types, categories and specifications ​

A short item list needs no organizing — but somewhere around fifty items, scrolling stops working and structure starts paying off. Itefy gives you three complementary tools:

  • Types — what the item is: camera, laptop, vehicle, power tool. Every item has exactly one type, and types drive filtering, statistics and reports.
  • Categories — flexible, account-wide groupings that cut across types: make, size, color, project, owner. An item can carry values from several categories at once.
  • Specifications — name/value details on a single item: serial-adjacent data like brand, model, weight or capacity.

This tutorial sets up the structure, applies it to your existing items in bulk, and shows the payoff: finding exactly the right items in seconds.

Step 1 — Decide on your structure ​

Before clicking anything, sketch the answer to two questions:

  1. What kinds of equipment do you have? Those become your types — keep the list short and non-overlapping (10–20 types is plenty for most operations).
  2. What do you search for when you need an item? "A 17mm impact wrench", "the Sony one", "anything on project North". Recurring qualifiers like these become categories; one-off details belong in specifications instead.

A useful rule of thumb: if you'd want to filter the item list by it, make it a category. If you'd only want to read it on the item page, make it a specification.

Step 2 — Set up your types ​

  1. In the main menu, select Filters > Types. The Manage types dialog opens.
  2. Click Add type, enter a name, and save. Repeat for each type — names must be unique.
  3. You can rename a type at any time; every item carrying it updates immediately.
The Manage types window.

Step 3 — Set up your categories ​

  1. Select Filters > Categories in the main menu. The Edit categories dialog opens.
  2. Click Add category and enter the group name — for example Make, Size or Project.
  3. Click Add value on the category to add its selectable values (Bosch, Makita, … under Make).
  4. Repeat for each category you sketched in Step 1.
The Edit categories window — groups with their values.

Step 4 — Reclassify existing items in bulk ​

Now apply the structure to the items you already have — without opening them one by one.

  1. Open Items in the main menu. Use the search field or Filter by dropdown to bring up a group of items that belong together (for example, search their common name).
  2. To edit everything matching the search, click Edit results in the toolbar. To edit a hand-picked set, tick their checkboxes and click Edit selected in the selection bar instead.
  3. Pick the field to change — Item type or Categories (you can also batch-change location, condition or main image).
  4. Choose the value, confirm, and Itefy applies it item by item, ending with a receipt of what changed.
Batch-editing a selection of items.

Repeat with different searches until every item has the right type and category values. This is much faster than it sounds — a few well-chosen searches usually cover most of the list.

Step 5 — Add specifications to key items ​

For details that matter on one item rather than across the list:

  1. Open an item, go to its Settings tab, and find the Specifications section.
  2. Add name/value rows — brand, model, weight, capacity — and drag the handle in front of a row to reorder. (Available on Startup and higher plans.)

Specifications show on the item page and are covered by item search, so a serial number or model name typed into the search field still finds the item.

Step 6 — The payoff: find anything in seconds ​

  1. On the Items page, type a keyword in the Search for... field — the list narrows as you type.
  2. Click Filter by and combine filters: one or more Types, Categories values, Locations, Availability or Condition. A badge shows how many filters are active.
  3. Values within different categories combine with AND (items must match each), values within the same category with OR — so Make: Bosch + Size: 17mm finds exactly the Bosch 17mm gear.
Search and filters working together on the items list.

Your searches and filters also drive QR label printing, exports and batch edits — organizing once keeps paying off everywhere.

What you accomplished ​

  • Designed a type list and category groups that match how you actually search
  • Created them under Filters > Types and Filters > Categories
  • Applied types and categories to your existing items in bulk with batch edit
  • Added specifications to items where the detail matters
  • Combined search and filters to pinpoint items instantly

Where to go next ​

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