Search & lists

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

Global search

The search box at the top of every screen searches the whole workspace at once — clients, quotes, orders, invoices, items, vendors and purchases — by name, company, document number, SKU and more. An item comes back under its number and revision together (1042 rev B), since the number alone can name more than one item. Results are grouped by type; press Enter or click through to the record.

List pages

The eight main lists (Clients, Items, Quotes, Orders, Invoices, Payments, Vendors, Purchases) share the same toolkit:

• Scoped search — a search box that filters just that list (by number, name, company…).
• Filters — status, tags, client or vendor, category, and inclusive date ranges on document lists.
• Sorting — click any sortable column header to order by it; click again to reverse. The sort lives in the page URL, so a sorted list can be bookmarked or shared. Last used on clients and items keeps your active records leading.
• Columns — a column picker per list; your choices are saved to your profile and follow you across devices.
• Pagination everywhere, built for thousands of records.

Saved views

A view is a named bundle of filters, sort and visible columns for one list — "Unpaid invoices", "Draft orders for Acme", "Stale catalog". Views are personal: yours never affect your teammates.

• Save — set up the list the way you want it, open Views in the list toolbar and choose Save current as new view…
• Apply — pick a view from the menu; the list jumps to its filters, sort and columns.
• Update / rename / delete — from the same menu: overwrite a view with the current setup, rename it, or remove it.
• Default view — star a view to make it your default; that list then opens on it whenever you visit without filters. Use Clear in the filter bar to step out of it.

Doing one thing to many rows

Every list — orders, quotes, invoices, items, clients, purchases and sales receipts — has a checkbox column. Tick some rows and a bar appears at the bottom of the screen with what you can do to them; the header checkbox takes the whole page, and Select all 340 takes everything the current filters match, not just what is on screen.

What each list offers differs, because a bulk action is only worth having where it saves real typing:

• Orders — set status, add or remove a tag, set the promised date, set the source, archive, restore, delete drafts.
• Quotes — mark expired, archive, restore, delete drafts.
• Invoices — 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, with .99 / .50 / whole-unit rounding), add or remove a tag.
• Clients — add or remove a tag, set the payment term, archive, restore.
• Purchases — set status, receive everything outstanding, archive, restore.

Three things are worth knowing about how they behave:

They go through the ordinary machinery. Archiving forty orders validates exactly as archiving one does, 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. There is no faster path that skips the rules.

Failures are per record, and named. A run of sixty where fourteen fail is forty-six done and fourteen to look at, and the result names each one and what it said — "SO-000412 — a cancelled order can no longer be edited". "14 failed" without saying which fourteen is a rumour, not a result.

Big runs go to the background. Up to fifty rows finish while you watch. More than that keeps going without you: a progress dialog shows how far it has got, and you can close it and come back.

Tags

Clients, items, orders, vendors and projects all 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 spelling that is already there, rather than a second tag that looks the same and filters differently.

The list is where the two operations a tags box cannot do live:

• Rename. Fix "wholsale" once and every client, item, order, vendor and project carrying it is rewritten in a single transaction. Without this, the typo stays on four orders forever and the filter for "wholesale" quietly misses them for the rest of the workspace's life.
• Merge. Fold two tags into one everywhere they appear. A record that carried both ends up with one, not a duplicate.

Each tag also carries a colour for its chip and a usage count — which is how you find the tags nothing uses any more. Recount re-reads all five tables if you want to be sure.

Deleting a tag takes it off every record that carries it. Unlike a merge that loses information, so it is a separate, deliberate action with its own confirmation.

Tags are not categories. A tag is a cross-cutting label and a thing can carry several; a category is where an item is filed, there is exactly one, and it is what the reports group by.

Your own fields on a list

A custom field marked "offer it as a list column" joins that list's column picker like any other, and can be filtered on from the address bar as cf.<key> — ?cf.account_no=4471, ?cf.visit=after:2026-01-01. Saved views remember them.

CSV export

Every list has an Export CSV button next to the column picker. It downloads the entire filtered result set — not just the current page — as a CSV file containing exactly the columns you have visible, in their current order, sorted the way the list is sorted. Large lists stream while they download, so exports of thousands of rows are fine.

The same export is available programmatically: add ?format=csv to any list endpoint of the public API.

CSV import

Data goes the other way too. The Clients and Items lists have an Import button next to New: it opens a wizard that reads a CSV, lets you map its columns onto OrderDen's fields, previews the rows with any problems highlighted, and can undo the entire run afterwards. Common webstore exports are recognised as they come. See Importing your spreadsheet.

Mobile

Every page scales from phone to large desktop; on small screens the sidebar becomes a bottom navigation bar.