Barcode/QR code

Barcode/QR code

Barcode or QR code (quick response code) is a 2D identification method to store asset information in AssetExplorer Cloud. It contains unique alphanumeric characters that digitally identify assets.
Barcodes/QR codes are generated and associated with assets when they are added to the organization. You can scan the barcode/QR code of an asset to add it to the organization. After a code is associated with an asset, the asset information can be instantly retrieved by scanning its code.

To access the barcode/QR code, go to the Assets tab. On the left side panel, you will find the Barcode/QR Code feature.


 


 In this guide, we will discuss the following features and functionalities of barcode/QR code:

Generate Codes for Assets

Add New Assets using Vendor's Codes

Role Required: SDAdmin or SDAssetManager; users with Add Inventory permissions.
You can scan the vendor's barcode or QR code that comes with the asset and add the asset with the same code. For example, you can scan the service tag printed as a barcode on a laptop.
To add assets by scanning the vendor's QR Code, go to Generate Code on the left panel and click Scan Vendor Codes as shown in the screenshot below.

 

Follow these steps to scan the vendor code and add the asset:
  1. Click the Scan field and start scanning your asset's vendor barcode/QR code. You can also manually enter the code and press Enter on your keyboard to add it to the Scanned items list.
  2. Choose a Product Type and a Product. Click the icon to add a new product. Depending on the product type, the code generation form varies.
 
For Assets/Components
For Consumables

  1. Enter the Location of the asset.
  2. You can map an existing field to hold the code value, along with the barcode/QR Code field. Select the field to be mapped in the Mapping Field drop-down.
  3. Add comments, if any. The comments will be displayed in History.
  4. Select a Site to associate the scanned assets.
  5. Click Save.

  1. Choose how you want to track the consumables - With Batch/Lot Details or Without Batch/Lot Details. Unlike Consumables forms, the tracking method will not affect the form layout here.
  2. Specify the quantity of consumables added.
  3. Enter the Location of the asset.
  4. Select a Site to associate the scanned assets.
  5. Add comments, The comments will be displayed in History.
  6. Click Add Asset.
 
The Asset Addition Status section notifies if the asset is added. You can add more assets by clicking Add New.

Consumables

 

Assets/Components

 
 

 

Add New Assets by Generating Custom Codes   

Role Required: SDAdmin or SDAssetManager; users with Add Inventory permission.
You can add assets to AssetExplorer Cloud by generating your barcodes and QR codes. You can automate code generation sequentially or generate codes manually for every asset.
To add assets by generating custom barcodes/QR codes, go to the Generate Code option on the left pane and click Generate Codes for New Assets as shown in the screenshot below.
 

Follow these steps to generate your own codes and add the assets:
Step 1: Generate codes and add assets
  1. Choose a Product Type and a Product. Click to add a new product.
  2. Enter the Location of the asset.
  3. Select a Site to be associated with the asset.
  4. Mapping Field: Choose a field to which the generated barcode value should be copied. The available options are: Asset Tag, Serial Number, and Service Tag.
  5. Choose your code generation method. For consumable products, the manual code generation method will be auto-selected.
  6. Click Add Assets after you configure your code generation method.   
Step 2: Check asset addition status
  1. The Asset Addition Status section notifies if the asset is added. If the asset addition is successful, click Continue to Print.
  2. If the asset addition fails, an error message is displayed. You can resolve the error and try again.
  3. The assets will be stored in their respective product types.


 
Step 3: Print Barcodes/QR Codes
You can choose to print and designate the codes for the asset hardware.
  1. In the print barcodes/QR codes section, select the type of code - Barcode or QR code.
  2. Select the Label Property. Click to add a new label property.
  3. You can preview the code in the canvas below. Unclear labels are highlighted in yellow during preview and cannot be scanned properly so that you can stop printing them.
  4. Click Print.
 

 

  1. Use Print Later to print the codes later. You can find the unprinted codes under the Unprinted Codes section on the Print Codes page.
  2. Use Test Print to print the first row of the Code label.
  3. Use Add New to restart the process and add another asset.
 

Code Generation Methods

Sequential Method

Generates consecutive barcodes/QR codes using the Starting From value provided by you.
  1. Enter Prefix and Suffix. You can use alphanumeric or special characters as prefix or suffix.
  2. Enter the value with which the code generation must begin as the Starting From value.
  3. Specify the number of assets in the Count field. The number of codes generated is based on the count value.
  4. If you have already added the asset by using a barcode or QR code, the count will be automatically incremented. Say, you have added 25 workstations from count 1, the next time you add a workstation, the count will automatically start from 26.
  5. Add comments, if any.
  6. Click Add Asset.

 


For example, assume you have 10 new workstations and need QR codes from the number 100. You can add the Starting From value as 100 and the Count as 10. Enter the Prefix (WS) and Suffix (ZLKR).
The generated QR code will be WS100ZLKR, WS101ZLKR, and so on.
 

Manual Method  

Manual method allows you to enter values to be converted as codes manually by separating them with commas. The manual code generation form varies according to the product type selected.

For assets and components,
  1. Enter code values, such as prefixes, numbers, or any other special characters, in the order of your preference.
  2. Add comments, if any.
  3. Click Add Asset.
 
Assets/Components

For example, assume you have a new Dell workstation. You can add the QR Code value as DELL100ZLKR. The QR Code will be generated with the same value.

For consumables,
  1. Choose how you want to track the consumables - With Batch/Lot Details or Without Batch/Lot Details. Unlike Consumables forms, the tracking method will not affect the form layout here.
  2. Enter code values, such as prefixes, numbers, or any other special characters, in the order of your preference.
  3. Specify the quantity of consumables added.
  4. Add comments, if any.
  5. Click Add Asset.
 

 

Generate Codes for Existing Assets

Role Required: SDAdmin or SDAssetManager; users with Edit Inventory permission.

Generate barcodes/QR codes and update the details for assets that are already added.
To generate codes for existing assets, go to Generate Code on the left panel and click Generate Codes for Existing Assets as shown in the screenshot below.
 

 
Follow these steps to generate a code and update the asset details:
Step 1: Generate code and select the assets to update
Code generation form for existing assets & components varies from consumables.
  1. Choose a Product Type and a Product. Click to add a new product.
  2. Select a Site to associate the scanned assets. This field will be hidden for consumables.
  3. Select the assets for which you want to add the codes. You can select All Assets or Selected Assets. If you choose to update only selected assets, select the assets to associate with codes from the combo box. This field will be hidden for consumables.
  4. Choose your code generation method.  For consumables, Using Asset Data method will be auto-selected.
  5. Fill out the required details and click Update Asset.
 
Step 2: Confirm asset addition
  1. The Asset Addition Status section notifies if the asset is added. If the asset addition is successful, click Continue to Print.
  2. If the asset addition fails, descriptive messages will be displayed to explain the reason for failure. You can resolve the error displayed and try again.


Step 3: Print codes
  1. In the Print barcodes/QR codes section, select the Label Property. You can preview the code in the canvas below. Unclear labels are highlighted in yellow during preview and cannot be scanned properly. You can remove unclear barcodes from being printed.
  2. Click Print.

Info
Use Print Later to print the codes later. You can find the unprinted codes under the Unprinted codes section on the Print codes page.
Use Test Print to print the first row of the barcode/QR code label.

Step 4: Download mapping details
  1. After you print the code, the asset mapping details will be generated where you can view the updated asset details and other basic details such as Asset name, barcode/QR code, Location, User, and Contact.
  2. Click Download to store an HTML file of the asset mapping details on your system.
  3. You can also print the mapping details or proceed to a new update.

Code Generation Method

Sequential Method

Generates consecutive barcodes/QR codes using the Starting From value provided by you.
  1. Enter Prefix and Suffix. You can use alphanumeric or special characters as prefix or suffix.
  2. Enter the value with which the code generation must begin as the Starting From value.
  3. The count will be automatically incremented based on the selected product type.
  4. If you have already added the asset using a barcode or QR code, the count will be automatically incremented. Say you have added 25 workstations from count 1, the next time you add a workstation, the count will automatically start from 26.
  5. Add comments, if any.
  6. Click Add Asset.
 

 
For example, assume you need to update QR codes for 10 workstations from the number 100. You can add the Starting From value as 100. The Count will be auto-specified as 10. Enter the Prefix (WS) and Suffix (ZLKR).
The generated QR Code will be WS100ZLKR, WS101ZLKR, and so on.
 

Using Asset Data

You can use the values available in Service tag/Asset Tag/Serial number of existing assets as the barcode/QR code value. The code generation form varies according to the product type selected.
For assets and components,
  1. The Number of assets to be updated will be automatically updated based on the selected product type.
  2. Map the Service tag/Asset Tag/Serial number field whose value must be used as the barcode/QR code value in the Mapping Field drop-down.
  3. Add comments, if any.
 

 
For example, assume you have a Dell workstation with Serial Number DELL84929832. You can map the Serial Number field. The QR code will be generated as DELL84929832.
For consumables,
Based on the selected product, the tracking details of the consumable will be auto-populated. Unlike Consumables forms, the tracking method will not affect the form layout here.
  1. Choose the reference name of the batch to which the code must be assigned.
  2. Specify the quantity of consumables to be assigned to the code.
  3. Map the Service tag/Asset Tag/Serial number field whose value must be used as the barcode/QR code value in the Mapping Field drop-down.
  4. Add comments, if any.
  5. Click Update Asset.
 
 

Scan

To update the existing codes in asset hardware, you can scan the barcodes/QR codes and update them to the asset details. This option is available only when you choose to update Selected Assets.
  1. Click inside the Scan field and start scanning your asset's vendor QR code. You can also manually enter the QR code and click Enter on your keyboard to add it to the Scanned item(s) list.
  2. You can map an existing numeric field to hold the barcode/QR code value, along with the Barcode/QR code field. Select the field to be mapped in the Mapping Field drop-down.
  3. Add comments, if any.


For example, assume you have a Dell workstation with a designated QR code - DELL089ZLKR. Scan the QR code and map the value to the Serial Number field.
The QR code will be generated as DELL089ZLKR. The same value will also be updated as the Serial Number of the workstation.

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