<< See our step-by-step instructions >>
The easiest way to start is to first record the barcode values of the items (‘assets’) you scan. Secondly, collect additional information about the asset when scanning it (e.g. quantity, condition, etc). Thirdly, export that list as a CSV file for processing. Importantly, the barcode value scanned is just an ID. Therefore, you will need to associate that ID to the name and description of the asset using Excel or other DB programs.
Setting up a Record Scans service takes only 10 minutes. Creating an export template on the Scans page is simple as well. Once you understand the benefits of a validation database well, you can add that as the next step.
Validate Scans Against a Validation Database
<< See step-by-step instructions >>
Notably, it is a good idea to begin by creating a ‘validation database’ of your assets. In that way, your app users will instantly know the asset scanned is in your asset/inventory database after each scan. This database should include descriptions of the asset. Then, your employees, subcontractors, or clients can view associated data in-app after each scan. Moreover, if you want the person scanning to record the condition or otherwise comment on the asset, you can add data collection prompt (‘Questions‘) to your service which are presented after each scan.
Also, if your assets do not already have barcodes, you can apply your own barcodes. The best barcodes to print are QR codes between 0.5″ and 1.0″ square. Alternatively, you can use DataMatrix, Code 128, Code 39, or other popular formats.
Building a Database
To associate text with a new or existing barcode value (e. g. barcode value ‘01234’ = ‘office laptop’) you can do this in a database (DB) program like Excel, Google Sheets, etc. You can also use codeREADr to help build your database using a simple data collection form service type.
After you upload the resulting scan records to you own DB program, you can save that data as a new sheet in the proper CSV format for uploading as a validation database to codeREADr.com. It is important to note that this CSV file is simply meant to show your app users descriptive information on the asset after each scan to help them know they scanned the intended item.
Interactive Table Builder – Instructions
This sophisticated feature is a new “curated service” type. Importantly, you can create shareable summary table views for administrators to see only the last scan data for any asset. Also, you can configure child views (“services”) which selectively restrict viewing and editing the information for app users.
Asset tracking often requires the scanning many barcodes, associated with locations (client, building, floor, room, shelf, etc) or similar data points. To do that, we recommend our Sessions feature for optimum app user productivity.
Your app user will select/scan/enter and save the session data appropriate for their next series of scans. That data is automatically included in the subsequent scan records without the app user needing to do anything but scan the asset.
Asset Tracking Records
Follow the step-by-step instructions noted above to create your asset tracking service(s). Once you have scan records you will be able to view, filter, and share them directly on the codeREADr.com ‘Scans‘ page.
You can filter and view a report of only the last scan record for each asset to show where assets are, to show who scanned the asset, and then export those records to Excel, Google Sheets, etc. When exported you can sort scans by ‘timestamp scanned’ to help schedule audits or to find assets missed in the last (or current) audit.
For more detailed reporting, you can a) export scans for importing to your DB program; b) post scans to your own servers; or c) auto-insert scans into third party servers, including Google Sheets.