Other Actions for Items

In this help document, you’ll learn the other actions you can perform on items.

Filter Items

You can filter items based on their type and status. Here’s how:

• Click Items on the left sidebar.
• Click the All Items filter at the top. You can filter items based on the following:
  • Active: Items that are being used by your organization.
  • Inactive: Items that are not being used by your organization.
  • Services: Items of the type Service.
  • Duplicate: Items with the same name in your organization.

Export Items

You can export all the items available in your Zoho Spend organization. Here’s how:

• Click Items on the left sidebar.
• Click the More icon in the top right corner.
• Hover over Export and click Export Items.
• Choose if you want to export All Items or items added during a Specific Period.
• If you chose Specific Period, select the Start Date and the End Date.
• Select a Export Template if you want to export only specific fields of items. If you don’t select any template, all fields will be exported.
• Choose the Export File Format. You can choose from CSV, XLS, and XLSV.
• Check Include sensitive Personally Identifiable Information (PII) while exporting if you want to include Personally Identifiable Information (PII).
• Enter the File Protection Password if you want to protect the export file.
• Click Export.

Export Current View

If you’ve filtered items or rearranged, shown, or hidden columns, then you can export the current view. Here’s how:

• Click Items on the left sidebar.
• Click the More icon in the top right corner.
• Hover over Export and click Export Current View.
• Choose the Export File Format. You can choose from CSV, XLS, and XLSV.
• Enter the File Protection Password if you want to protect the export file.
• Click Export.

Custom Views

If you want to filter the items in your organization based on a specific criteria, you can create a custom view.

Sort Items

You can sort items based on different columns or fields. Here’s how:

• Click Items on the left sidebar.
• Click the column based on which you want to sort. The sorting will be in ascending or descending order, as indicated by the arrow next to the column.

You can also items using the following method:

• Click the More icon in the top right corner.
• Hover over Sort By and choose the option based on which you want to sort.

Rearrange Columns

You can rearrange the columns and fields displayed on the Items List page and show or hide them.

To rearrange columns:

• Click Items on the left sidebar.
• Click the Customize Columns icon next to the column names.
• Rearrange the columns by dragging and dropping them according to your preference.
• Click Save. The columns will be arranged as per your preference.

To show or hide fields:

• Click Items on the left sidebar.
• Click the Customize Columns icon next to the column names.
• Check a column name to show it on the Items List page. Or, uncheck a column name to hide it.
• Click Save.

Refresh List

Sometimes, other employees of your organization may create new items or modify existing ones. As a result, you may not have the latest list of items. You can refresh the items to get the most up-to-date list. Here’s how:

• Click Items on the left sidebar.
• Click the More icon in the top right corner and select Refresh List.