Interface & navigation

Complaia ERP (enterprise resource planning) has one main layout: a sidebar on the left lists everything you are allowed to open, and the page you are working on fills the rest. Once you know the sidebar, the search behind ⌘K and how lists behave, every other screen works the same way.

This page describes:

• signing in,
• the dashboard,
• the sidebar and its eleven sections,
• lists and their filters,
• page headers, notifications and the error page,
• your profile,
• the language and appearance settings.

📷 Screenshot to add: the whole application window on the dashboard, sidebar expanded, with the search box, a section heading, the user tile and the two floating buttons visible

Signing in

1. Open the sign-in page of your Complaia installation.
2. Enter your Email / Username and Password.
3. Click Sign in.

Good to know:

• Remember my login keeps your e-mail or username filled in for next time. The password is never remembered.
• Forgot your password? sends a reset link to your e-mail address. The link works for 15 minutes and only once. If you sign in with a username rather than an e-mail address, ask your administrator to reset the password instead.
• A new password must be at least 8 characters long and contain an uppercase and a lowercase letter, a digit and a special character.
• After too many failed attempts, signing in to that account is blocked for a few minutes. The message says how long.
• You can be signed in to the browser application in only one place at a time. If you sign in on a second computer, the first one shows Signed in on another device and signs out. The mobile app and the POS terminals (shared point of sale kiosks) are counted separately.
• Register a company on the sign-in page creates a new company with you as its Owner. If your company already uses Complaia, do not register. Ask your administrator for an account. See Register your company.

The dashboard

After signing in you see the Dashboard. You can return to it at any time from General → Dashboard, or by clicking the logo tile in the top-left corner.

Block	What it shows
Greeting bar	A greeting, today's date and time, and a round Refresh button. A small dot in front of the date shows the live connection: green when connected, amber while connecting, red when offline.
Quick actions	Up to six shortcuts chosen for your role, such as a new order or a goods receipt. An administrator picks them in the role editor. See Roles & permissions. An unused place reads Empty slot.
System status	One tile per area with the number of records: Workstations, Production, Warehouse, Shipments, Orders, Products, Partners (your entities), Users and POS terminals. Click a tile to open that list. A tile with a padlock and No access is one your role does not include.
Your activity	Your own latest actions in Complaia, grouped by day. Click an entry to see what changed. If your role includes Event log: View, Full event log at the bottom opens the whole log.
Your logins	Your recent sign-in attempts, grouped by day: Signed in or Failed attempt, with the reason for a failure, the device and the address. All sign-ins opens the full list in your profile. If you see a failed attempt you do not recognise, report it to your administrator.

The dashboard refreshes itself. Click Refresh when you want the latest figures immediately.

When production is switched off for the company, the Production tile reads Module turned off. The Owner sees Turn on module instead and can click it. See Turn production on.

The sidebar

The sidebar has eleven sections, always in this order. A section lists its items directly, or groups them first.

Section	What it contains	Who uses it most
General	Dashboard	Everyone
Catalog	Components, Products, Attributes, Categories: what you sell and what it is made from	Whoever maintains the catalog
Production	Production orders, Planning, and a Configuration group with Sites and Production areas	Production planning and shop-floor supervision
Warehouse	Four groups: Order handling, Operations, Stock and Configuration	Warehouse staff
Sales	Orders, Entities, Claims & returns, and a Configuration group with order sources, payment methods and statuses	Sales and customer service
Logistics	Shipments, Planning (routes), Deliveries and notifications, Fleet and Carriers	Dispatch and fleet supervision
Analytics	Orders and Employee activity	Anyone granted the analytics permissions
Finance	Invoicing, OSS returns (One-Stop Shop VAT returns) and Sales entities	Accounts
Integrations	Integration list, Integration rules, New integration rule	Whoever sets the connections up
Settings	Company details, Users, Roles & permissions and POS terminals	The Owner and administrators
System	Event log, Subscription and Support	The Owner and administrators, except Support, which every signed-in user can open

OSS returns appears only in a company that has a sales entity in Poland. See OSS returns.

Warehouse has the most items. It is one section with four groups:

• Order handling: Stock reservation, Order packing, Shipment handover, Loading. They are in the order in which an order passes through the warehouse.
• Operations: Goods receipt, External receipts, Goods issue, Route returns, Stock transfer, Stocktaking.
• Stock: Stock levels.
• Configuration: Warehouses or Warehouse location (depending on the warehouse mode), Cartons, Warehouse type.

Stock transfer and Warehouses appear only in the advanced warehouse mode, and Warehouse location only in the simple mode.

Three groups are called Configuration: one each under Production, Warehouse and Sales. Only the section tells them apart, so this documentation always includes the section in a menu path, as in Warehouse → Configuration → Cartons.

The glossary lists the Polish menu labels with their English equivalents, for teams where some people work in the Polish interface.

Working the sidebar

From the row of buttons at the top to the bottom of the sidebar:

• The logo tile takes you to the dashboard from anywhere.
• The sun or moon button switches between Light mode and Dark mode.
• The language button (Change language) changes the language of the interface for you.
• The list button changes how groups open:
  • In the default Compact view, clicking a group such as Orders opens a small panel with its items. The number on the group shows how many items it has.
  • In the Tree view, every group's items are listed underneath it.
• The arrow button (Collapse or Expand) shrinks the sidebar to a narrow strip of icons, for when a wide table needs the room. In the narrow strip, hover over an icon to see its name, and click a group to open its panel. The search button moves into the row of buttons at the top.
• Search the system… opens global search.
• The section list fills the middle. Click a section heading to fold the section away.
• Your name and role, at the very bottom, open the user menu.

On a computer there is no top bar: everything is in the sidebar, and the user menu at its bottom has two entries, Profile and Sign out.

Your choices, such as folded sections and the compact or tree view, are remembered in your browser.

When you open a single product or component, the sidebar adds a temporary entry for it under its group, so you can see where you are.

On a phone or in a narrow window, the sidebar becomes a drawer:

• tap the menu button in the top bar to open it;
• tap the logo tile next to it to return to the dashboard.

What you can see depends on your role

Your sidebar is built from your own permissions. Items you have no permission for are not shown at all. They are not greyed out. A group whose items are all hidden disappears, and so does a section with nothing left in it.

Two colleagues can therefore have different sidebars, and neither is broken. It also means this documentation describes screens you may not have.

A screen in these guides that isn't in your sidebar

Check these reasons, in this order:

1. Your role doesn't include it. Ask whoever administers your workspace. See Roles & permissions.
2. It is Production orders or Planning, and your company runs without production. Only the Owner can turn production on.
3. It follows the warehouse mode. Warehouses and Stock transfer exist only in advanced mode, Warehouse location only in simple mode. See Warehouse type.
4. It is OSS returns, and your company has no sales entity in Poland.

Modules and missing screens explains how to tell them apart.

When an administrator changes your role or its permissions while you are working, a Permissions changed message appears and your sidebar updates by itself.

Finding things fast

Instead of looking through the sidebar, use search. Press ⌘K on a Mac or Ctrl+K on Windows and Linux, from anywhere, or click Search the system… in the sidebar.

Type at least two characters.

• Matching menu entries come first, under Navigation, so you can jump to a screen by name.
• Matching records follow, in six groups: Products, Categories, Attributes, Components, Orders and Partners (the customers and suppliers this documentation calls entities).
• Move with the arrow keys, open with Enter, close with Esc.

The search shows only what your permissions already let you open. Global search has the details.

Working with lists

Most screens open on a table, and every table in Complaia works the same way.

📷 Screenshot to add: a list (for example the order list) with the Filters panel open and one filter row filled in

Search

Each list has its own search box in its top-right corner. It is separate from global search and searches only the list you are looking at. As you type, the list shows only the matching rows.

Opening a row

Click a row to open the record. On lists where a row leads to a record, you can also open it in a new browser tab: hold ⌘ (Mac) or Ctrl (Windows, Linux) while you click, or click with the middle mouse button. The list stays where it was in the first tab.

Filters

1. Click Filters in the top-left corner of the list. A number on the button shows how many filters are active.

2. Click Add filter.

3. Choose a field. Only columns that can be filtered are offered.

4. Choose an operator. The usual operators for each kind of field are:

   Field	Operators
   Text	contains · =
   Number	= · > · < · between
   Date	= · > · < · between, with the shortcuts Today, 7 days, This month, This year
   Yes / No, or a value picked from a list (a status, a role…)	=

   Some columns offer other operators. For example, the Status and Payment columns of the order list also offer ≠ (is not).

5. Enter or choose the value. With between, fill in From… and To….

6. Press Enter or click Apply.

You can add as many rows as you like. The list shows only rows that match all of them. To remove filters:

• click the × on a row to remove that one filter;
• click Reset to empty all the rows in the panel, then click Apply so that the list itself is no longer filtered.

Filters are not remembered

Filters apply while you stay on the list. If you leave the page or reload it, the filters are gone. Your column layout, described below, is remembered.

Sorting

Click a column header to sort by it, and click again to reverse the order. An arrow in the header shows the direction. Not every column can be sorted.

Arranging columns

• To move a column, drag it by the handle in its header.
• To make a column wider or narrower, drag the right edge of its header.

Your layout is saved in your browser, separately for each list, and is still there the next day.

Long lists

A list loads its rows in parts as you scroll. A Load more button at the end does the same for keyboard users. The footer shows how many rows you are looking at, for example Showing 25 of 310 results.

Putting a table back to normal

At the bottom of every list there are two buttons:

• Reset layout removes your saved column order and widths and restores the defaults. It changes nothing else.
• Refresh loads the rows again.

Resetting affects only the list you are looking at, and only in your own browser. No data can be lost. If a table looks wrong, try this first.

On a phone

A list stays a table on a small screen. The column that identifies the row, usually the name or number, stays fixed on the left while you scroll the other columns sideways.

Page headers and actions

Every page starts with a header containing:

• the title,
• one or two sentences saying what the page is for,
• its action buttons on the right, such as Save changes, Edit and Delete.

In a window narrower than about 1360 pixels, all the action buttons move into a single ⋯ menu in the same place. If an action in that menu is unavailable, the reason is written underneath it.

On a phone, the main action of the page, such as creating or saving, moves to a bar at the bottom of the screen, where your thumb can reach it.

Notifications and reporting a problem

On a computer, two round buttons float in the bottom-right corner of the page:

• Report a problem opens a support ticket form without leaving the page you are on. See Support.
• The bell opens Notifications. A number on it counts the unread ones (shown as 99+ above ninety-nine).

In the Notifications panel:

1. Use the tabs to narrow the list: all notifications, New and System. Entries are grouped into Pinned, Today, Yesterday, Last 7 days and Older.
2. Click a notification to mark it as read. If it points at a record, such as a support ticket, you are taken there.
3. Click Mark as read at the top to mark all of them as read at once.

A notification can be removed with the × next to it. If the notification was sent to more people than you, Complaia asks first, because it disappears for everyone who received it.

The bell is shown only to users whose role includes Notifications: View. On a phone the two floating buttons are not shown. To raise a ticket there, use System → Support → New ticket.

When a page does not exist

If you open an address that does not exist, for example an old bookmark or a mistyped link, Complaia shows the page This page doesn't exist. Click Back to Complaia ERP to return to the application. The address bar then no longer shows the address you typed.

If you open a screen that exists but your role does not include, you are taken to the dashboard instead.

Your profile

To open your profile, click your name at the bottom of the sidebar, then click Profile.

The profile has four tabs:

Tab	What you do there
Profile	Click Edit profile to change your Full name, Phone, Interface language and address, then click Save changes. Add, change or remove your photo with the small buttons on it. Your username or e-mail address and your role are shown but cannot be changed. The sign-in name of an account cannot be changed after the account is created.
Password	Enter your Current password, a New password and the new password again, then click Change password. If you forgot the current one, click Forgot your password?. Complaia e-mails you a link to set a new password. The link works for 15 minutes, and your current password keeps working until you set the new one.
Permissions	A read-only list of the modules and actions your role gives you. It is useful when a screen is missing.
Login history	Your recent sign-ins and failed attempts.

Changing your password signs you out everywhere

Changing the password ends every session of your account: in the browser, on POS terminals and in the mobile app. You then sign in again with the new password.

Language and appearance

Complaia is available in Polish, English, German, Ukrainian and French. There are two separate language settings, and they are often confused:

• Your interface language is the language of menus and buttons. Change it with the language button in the sidebar or under Profile → Interface language. Both change the same setting, and it is saved with your account. It applies only to you: changing it changes nothing for anyone else.
• The company's System language is set under Settings → Company details. It is the language of what the company sends out and produces: system e-mails and documents such as invoices and other PDF files. It does not depend on anyone's interface language. See Company details.

The interface has light and dark modes, switched with the sun or moon button in the sidebar. Until you choose one, it follows your device's setting.

There are two more applications:

• a mobile app, for people working away from a desk, such as drivers, warehouse and shop-floor staff;
• a kiosk application, the POS terminal, for shared stations on the shop floor and in the warehouse.

The sign-in page links to both. See The driver app and POS terminals.

When it doesn't work

What you see	Why	What to do
Invalid username or password. Please check your details and try again.	The e-mail, username or password is wrong	Check for a typing error. Use Forgot your password? if needed
Too many failed login attempts. Your access has been temporarily blocked. Try again in … min.	Several wrong passwords in a row for this account	Wait for the time shown, then try again or reset the password
Your account is not active. Please contact your administrator.	An administrator has deactivated the account	Ask them to reactivate it. See Users
Please confirm your email to sign in.	A newly registered company's Owner has not clicked the activation link yet	Open the activation e-mail and click the link, or request a new one on the page you are taken to
A window Signed in on another device	The same account signed in to the browser application somewhere else	Sign in again here. The other session ends. If it was not you, change your password
A screen described in this documentation is not in your sidebar	Usually your role	See What you can see depends on your role
This page doesn't exist	The address is wrong or out of date	Click Back to Complaia ERP and find the screen in the sidebar or with search
A table's columns are in a strange order or too narrow	A saved layout in your browser	Click Reset layout at the bottom of the list
Your filters are gone after reloading	Filters are not remembered	Set them again
There is no bell in the corner	Your role does not include Notifications: View, or you are on a phone	Ask whoever manages roles
The action buttons of a page are missing	The window is narrower than about 1360 pixels	Open the ⋯ menu in the page header

Related

• Global search: everything the ⌘K window finds, and what it does not search
• Modules and missing screens: why a screen may be absent
• Setup checklist: what to set up after registration, in order
• Glossary: every term used here, with the Polish label where it helps
• Roles & permissions: who is allowed to see which of the sections above
• Company details: the company-wide language and currency
• Support: tickets raised with Report a problem
• The driver app: the mobile application