Items
An item is something you count. Items belong to a team, and an item’s total is the sum of the quantities across all storages. See Recording stock for how quantities change.
Adding an item
Section titled “Adding an item”Press New item on the items list and fill in the following. Only the name is required — you can set the rest at any time afterward.
| Field | Details |
|---|---|
| Name | Required. Up to 100 characters. Two items in the same team can’t share a name. |
| Description | Optional. Details that help you tell items apart, like size or model number. Up to 2000 characters. |
| Alert when total at or below | Optional. You’re notified once the total reaches or falls below this number. See Low-stock alerts. |
| How to reorder | Optional. Where and how to restock. Shown when stock is running low. Up to 500 characters. |
Use Create & Add Another to keep adding items on the same screen.
Adding many at once
Section titled “Adding many at once”If you already have a list, Add many at once is the fastest way in. Paste one name per line to create up to 200 items in a single batch. Set details like photos and thresholds on each item afterward.
How to move over from an Excel inventory sheet is covered in the article Why Excel won’t work for inventory management.
Editing an item
Section titled “Editing an item”Change the name, description, threshold, and reorder note on the item’s details page. If another member is editing the same item at the same time, Tana warns you instead of overwriting their change — reload the page and save again.
You can also add photos, tags, and a product barcode to an item. Register a barcode, and scanning it opens the item directly (see QR labels and scanning).
Deleting an item
Section titled “Deleting an item”Use Delete item on the item’s details page. Its stock quantities are deleted with it, and this cannot be undone. If you’ve simply stopped using it but want to keep a record, you can instead set its quantity to 0.
Finding and sorting items
Section titled “Finding and sorting items”The search box matches item names, IDs, tags, and barcodes. You can sort by your most recent use, the team’s most recent use, newest first, name, or stock quantity (highest or lowest first).
Switch the display between gallery and list. If your items have photos, gallery view makes it easier to find one by sight than by name. Select Only what’s running low to filter to items at or below their threshold.
Checking history
Section titled “Checking history”Open an item’s recent activity from its details page to see who changed the quantity, when, and in which storage.
Exporting to CSV
Section titled “Exporting to CSV”Download CSV exports the team’s stock as one row per item and storage. It includes the item name, description, storage, location, quantity, and alert threshold, and opens directly in spreadsheet software.
For how to use the exported CSV as a stock count sheet, see the article Stock count sheet.