# Ventipix Asset & Inventory Manager Knowledge Base (Full Documentation) > Complete technical reference for Ventipix Asset & Inventory Manager SaaS. ## Content Note This file contains the full text of all the help articles.Generated: 2026-08-06 23:00:01 UTC Format: plain text – suitable for LLM context / RAG ARTICLE ID: 3502 TITLE: Microsoft Excel Add-in URL: https://kb.ventipix.com/knowledge-base/microsoft-excel-add-in/ PUBLISHED: 2025-09-28 22:35:13 ---------------------------------------- Simplify how you work with spreadsheet data for your assets and inventory with the Ventipix Asset & Inventory Manager's Microsoft Excel task pane add-in. A task pane add-in in Microsoft Excel, as shown in the example below, is a custom panel that opens on the right-hand side of your spreadsheet. This task pane is designed to interact directly with your spreadsheet data. Task Pane Example With our task pane, you can interact with the data in your account —for example, to import it, make and sync changes, search and view history, create to-do tasks, run reports, and analyze it with AI. You can also scan NFC tags or barcodes, including QR Codes, directly to the spreadsheet. To install the add-in, visit the Microsoft AppSource page. Alternatively, from the Add-ins menu in Excel, search for Ventipix Asset & Inventory Manager Add-in. Once installed, the add-in will be available from the ribbon. Below are the functions that our add-in supports. Importing Data You can import data directly from your account into Microsoft Excel. From our add-in’s navigation menu, choose a service you want to manage. When the add-in opens, choose the worksheet you want to use, then under the Select an Action option, choose Import Records. After that, click on the Import Records button. If you want your data to automatically be imported at regular intervals, enable the Auto-import feature. Note: for this feature to work, the task pane must remain open. To change the import frequency, click the icon at the top right of the task pane, then select the Settings option. Creating Data You can use the data present in a worksheet to directly create data in your account. From our add-in’s navigation menu, choose a service you want to manage. When the add-in opens, choose the worksheet you want to use, then under the Select an Action option, choose Create Records. After that, click on the Import Template button to obtain data on how to align the columns in the spreadsheet in a manner that the app expects. The cells with a red background denote that the data in them are mandatory. For most of these fields, what’s displayed will be based on your Data Capture settings, so if you want to rearrange them or change them, you need to do so from your Data Capture page. Once you have populated the spreadsheet, click on the Create Records button. Updating Data You can update data directly from the spreadsheet and have it sync with that in your account. From our add-in’s navigation menu, choose a service you want to manage. When the add-in opens, choose the worksheet you want to use, then under the Select an Action option, choose Update Records. The data to be updated must have first been imported. Refer to the Importing Data topic above. After you have made changes to your data or wish to assign some records to a Group, select the rows with data that you want to sync with your account. After that, click on the Update Records button. Deleting Data For data that you have previously imported, you can delete it in the spreadsheet and have the same deleted in your account. From our add-in’s navigation menu, choose a service you want to manage. When the add-in opens, choose the worksheet you want to use, then under the Select an Action option, choose Delete Data. In the spreadsheet, select a column with the records you want to delete. This selected column must be the one that identifies the record, e.g, a column with barcode or NFC IDs. After that, click on the Delete Records button. Searching Data You can search for records that exist in your account From our add-in’s navigation menu, choose a service you want to manage. When the add-in opens, choose the worksheet you want to use, then under the Select an Action option, choose Search. In the spreadsheet, select a cell with the data you want to search for. The column the cell belongs to must be one that also exists in your account. After that, click on the Search button. If the search results are available, they will be displayed on the task pane. Viewing History You can view the history of records that exist in your account From our add-in’s navigation menu, choose a service you want to manage. When the add-in opens, choose the worksheet you want to use, then under the Select an Action option, choose View History. In the spreadsheet, select a cell with the data that identifies the record, e.g, the barcode or NFC IDs. After that, click on the View History button. If the record exists, the history will be displayed on the task pane. Analyzing Data with AI You can use our ChatGPT, Grok AI, or Google Gemini AI integrations to analyze the data present in your spreadsheet. This data does not necessarily need to be associated with your account. From our add-in’s navigation menu, choose a service you want to manage. When the add-in opens, choose the worksheet you want to use, then under the Select an Action option, choose Analyze with AI. After that, enter the question to ask the AI platform regarding the data in the selected worksheet, choose an AI platform for the analysis, and then click on the Ask AI button. The data in your worksheet will then be analyzed, and if the AI platform returns an analysis or reports, choose another worksheet to save the analysis in. Adding To-do Tasks You can add to-do tasks using data from your spreadsheet and then manage them with our Google Chrome or Microsoft Edge browser extensions, or from the web and smartphone apps. From our add-in’s navigation menu, choose a service you want to manage. When the add-in opens, choose the worksheet you want to use, then under the Select an Action option, choose Add To-do Tasks. In the selected worksheet, select cells from the column with values that identify the records, e.g, barcode or NFC IDs. After that, click on the Add a Task button. The task pane will then open a new page with a form to fill out relevant to the tasks to be done. Scanning Barcodes, QR Codes, and NFC Tags Install our Microsoft Excel Add-in. Then, use it to scan QR codes, NFC tags, and other 1D barcodes. For the QR codes and other 1D/2D barcodes, you can scan them using your device’s webcam, Bluetooth, or USB scanners (running in HID Keyboard Wedge mode), or our iOS and Android smartphone apps. For the NFC tags, you will need to use our smartphone apps. How to scan From the add-in’s menu, select the Scan Barcodes / QR Codes / NFC Tags option. After that, choose how you want to scan. If you’re using the device’s webcam, check what camera has been selected, then click on the Start Scanning button. Follow the prompts to allow the task pane to use your camera, then proceed to scan 1D barcodes and other 2D barcodes such as QR Codes, etc. If you’re using a Bluetooth/USB scanner, ensure that it’s set up to send data to the device as if it were entered from a keyboard. After that, position your cursor under the Bluetooth/USB Scanning field, then proceed to scan barcodes/QR codes. If you’re using our smartphone app, you first need to configure it to discover your spreadsheet and communicate with it. After filling out the form, you will be presented with a configuration QR code to scan or a URL to visit. To scan this configuration QR code, log in to the smartphone app, then under the Services page, scroll to the Spreadsheet Add-on section. Tap on the Send Scans to Microsoft Excel or Google Sheets option. After that, under the Scan Section, tap on the QR Code button, then scan the QR code displayed in the task pane. With the URL option, simply share it with users who already have our smartphone app installed. Once the configuration is complete, proceed to scan barcodes, QR codes, or NFC tags. For the task pane to receive scans from the smartphone, ensure that it remains open. Scanning Options & Actions Under the Scanning Options in the task pane, choose the worksheet to use. Under Scanning Actions, select an option with the desired behavior. Insert Scanned Data – If you want the scanned data to be inserted into a specific column in the spreadsheet. Select the column in the spreadsheet where the scanned data should go, or specify the column to be used by entering the column letter in the task pane. Optionally, choose a color for the cell background. Insert & Replace – If you want the scanned data to be inserted into a specific column in the spreadsheet, along with other information (such as date, time, status, etc) into other columns. Learn more. Find & Mark Found Data – If you want the spreadsheet to search for the scanned data, and the matching row to be highlighted with a background color. Select the column in the spreadsheet where the scanned data should be found, or specify the column to be used by entering the column letter in the task pane. Find, Mark & Replace – If you want the spreadsheet to search for the scanned data and the matching row highlighted with a background color. In addition to the search, other columns that you specify can get altered with data that you specify, such as date, time, status, etc. Learn more. Find, Mark & Return Found Data – This option is only available when using our smartphone app for scanning. The spreadsheet will be searched for the scanned data, and the matching row will be highlighted with a background color. Specific columns that you specify from the matched rows will then be displayed on the smartphone. Learn more. Post-scan Actions After the scanning session is complete, you can retrieve the records that were involved in the scans and have them saved in a different worksheet. To do so, under the Post-scan Actions, click on the Copy Scanned Rows button. On the page that follows, choose what should happen with the scanned data. Add or Run Reports You can import calculation reports or reports to be used with Power BI and Looker Studio from the task pane. From our add-in’s navigation menu, choose the Add or Run Reports option. Adding a Report Under the Add a Report section, enter a title to identify the report, then paste the URL that was generated for the report. Click on the Add Report button to save it. Running a Report To run a report, go to the Run a Report section. Choose a saved report, then a worksheet to download it into. After that, click on the Run Reports button. You can also set the task pane to auto-import the reports at regular intervals. Note: this function requires the task pane to remain open. To change the import frequency, click the icon at the top right of the task pane, then select the Settings option. Analyzing Reports with AI Once your report has been downloaded to a worksheet, click on the Analyze with AI button to get the data in the report analyzed by AI platforms. You can use our ChatGPT, Grok AI, or Google Gemini AI integrations for the analysis. Ask the AI platform what to analyse, then if it returns the analysis, choose another worksheet where it will get saved. ======================================== ARTICLE ID: 3466 TITLE: Google Sheets Add-on URL: https://kb.ventipix.com/knowledge-base/google-sheets-add-on/ PUBLISHED: 2025-09-27 11:48:07 ---------------------------------------- Simplify the way you work with spreadsheet data for your assets and inventory using the Ventipix Asset & Inventory Manager’s Google Sheets sidebar add-in. A sidebar in Google Sheets, as shown in the example below, is a custom panel that opens on the right-hand side of your spreadsheet. This sidebar is designed to interact directly with your spreadsheet data. Sidebar Example With our sidebar, you can interact with the data in your account —for example, to import it, make and sync changes, search and view history, create to-do tasks, run reports, and analyze it with AI. You can also scan NFC tags or barcodes, including QR Codes, directly to the spreadsheet. To install the add-on, visit the Google Workspace Marketplace page. Alternatively, from the Extensions menu in Google Sheets, go to Add-ons > Get Add-ons, then search for Ventipix Asset & Inventory Manager. Once installed, the Ventipix Asset & Inventory Manager add-on will be available from the Extensions menu in Google Sheets. Extensions Simply click on it, then choose a desired function. Below are the functions that our add-on supports. Importing Data You can import data directly from your account into Google Sheets. From our add-in's navigation menu, choose a service you want to manage. When the add-in opens, choose the worksheet you want to use, then under the Select an Action option, choose Import Records. After that, click on the Import Records button. If you want your data to automatically be imported at regular intervals, enable the Auto-import feature. Note: for this feature to work, the sidebar must remain open. To change the import frequency, click the icon at the top right of the sidebar, then select the Settings option. Creating Data You can use the data present in a worksheet to directly create data in your account. From our add-in's navigation menu, choose a service you want to manage. When the add-in opens, choose the worksheet you want to use, then under the Select an Action option, choose Create Records. After that, click on the Import Template button to obtain data on how to align the columns in the spreadsheet in a manner that the app expects. The cells with a red background denote that the data in them are mandatory. For most of these fields, what's displayed will be based on your Data Capture settings, so if you want to rearrange them or change them, you need to do so from your Data Capture page. Once you have populated the spreadsheet, click on the Create Records button. Updating Data You can update data directly from the spreadsheet and have it sync with that in your account. From our add-in's navigation menu, choose a service you want to manage. When the add-in opens, choose the worksheet you want to use, then under the Select an Action option, choose Update Records. The data to be updated must have first been imported. Refer to the Importing Data topic above. After you have made changes to your data or wish to assign some records to a Group, select the rows with data that you want to sync with your account. After that, click on the Update Records button. Deleting Data For data that you have previously imported, you can delete it in the spreadsheet and have the same deleted in your account. From our add-in's navigation menu, choose a service you want to manage. When the add-in opens, choose the worksheet you want to use, then under the Select an Action option, choose Delete Data. In the spreadsheet, select a column with the records you want to delete. This selected column must be the one that identifies the record, e.g, a column with barcode or NFC IDs. After that, click on the Delete Records button. Searching Data You can search for records that exist in your account From our add-in's navigation menu, choose a service you want to manage. When the add-in opens, choose the worksheet you want to use, then under the Select an Action option, choose Search. In the spreadsheet, select a cell with the data you want to search for. The column the cell belongs to must be one that also exists in your account. After that, click on the Search button. If the search results are available, they will be displayed on the sidebar. Viewing History You can view the history of records that exist in your account From our add-in's navigation menu, choose a service you want to manage. When the add-in opens, select the worksheet you want to use. Then, under the Select an Action option, choose View History. In the spreadsheet, select a cell with the data that identifies the record, e.g, the barcode or NFC IDs. After that, click on the View History button. If the record exists, the history will be displayed on the sidebar. Analyzing Data with AI You can use our ChatGPT, Grok AI, or Google Gemini AI integrations to analyze the data present in your spreadsheet. This data does not necessarily need to be associated with your account. From our add-in's navigation menu, choose a service you want to manage. When the add-in opens, choose the worksheet you want to use, then under the Select an Action option, choose Analyze with AI. After that, enter the question to ask the AI platform regarding the data in the selected worksheet, choose an AI platform for the analysis, and then click on the Ask AI button. The data in your worksheet will then be analyzed, and if the AI platform returns an analysis or reports, choose another worksheet to save the analysis in. Adding To-do Tasks You can add to-do tasks using data from your spreadsheet and then manage them with our Google Chrome or Microsoft Edge browser extensions, or from the web and smartphone apps. From our add-in's navigation menu, choose a service you want to manage. When the add-in opens, choose the worksheet you want to use, then under the Select an Action option, choose Add To-do Tasks. In the selected worksheet, select cells from the column with values that identify the records, e.g, barcode or NFC IDs. After that, click on the Add a Task button. The sidebar will then open a new page with a form to fill out relevant to the tasks to be done. Scanning Barcodes, QR Codes, and NFC Tags Install our Google Sheets Add-on. Then, use it to scan QR codes, NFC tags, and other 1D barcodes. For the QR codes and other 1D/2D barcodes, you can scan them using your device's webcam, Bluetooth, or USB scanners (running in HID Keyboard Wedge mode), or our iOS and Android smartphone apps. For the NFC tags, you will need to use our smartphone apps. How to scan From the add-on's menu, select the Scan Barcodes / QR Codes / NFC Tags option. After that, choose how you want to scan. If you're using the device's webcam, check what camera has been selected, then click on the Start Scanning button. Follow the prompts to allow the sidebar to use your camera, then proceed to scan 1D barcodes and other 2D barcodes such as QR Codes, etc. If you're using a Bluetooth/USB scanner, ensure that it's set up to send data to the device as if it were entered from a keyboard. After that, position your cursor under the Bluetooth/USB Scanning field, then proceed to scan barcodes/QR codes. If you're using our smartphone app, you first need to configure it to discover your spreadsheet and communicate with it. After filling out the form, you will be presented with a configuration QR code to scan or a URL to visit. To scan this configuration QR code, log in to the smartphone app, then under the Services page, scroll to the Spreadsheet Add-on section. Tap on the Send Scans to Excel or Google Sheets option. After that, under the Scan Section, tap on the QR Code button, then scan the QR code displayed in the sidebar With the URL option, simply share it with users who already have our smartphone app installed. Once the configuration is complete, proceed to scan barcodes, QR codes, or NFC tags. For the sidebar to receive scans from the smartphone, ensure that it remains open. Scanning Options & Actions Under the Scanning Options in the sidebar, choose the worksheet to use. Under Scanning Actions, select an option with the desired behavior. Insert Scanned Data - If you want the scanned data to be inserted into a specific column in the spreadsheet. Select the column in the spreadsheet where the scanned data should go, or specify the column to be used by entering the column letter in the sidebar. Optionally, choose a color for the cell background. Insert & Replace - If you want the scanned data to be inserted into a specific column in the spreadsheet, along with other information (such as date, time, status, etc) into other columns. Learn more. Find & Mark Found Data - If you want the spreadsheet to search for the scanned data, and the matching row to be highlighted with a background color. Select the column in the spreadsheet where the scanned data should be found, or specify the column to be used by entering the column letter in the sidebar. Find, Mark & Replace - If you want the spreadsheet to search for the scanned data and the matching row highlighted with a background color. In addition to the search, other columns that you specify can get altered with data that you specify, such as date, time, status, etc. Learn more. Find, Mark & Return Found Data - This option is only available when using our smartphone app for scanning. The spreadsheet will be searched for the scanned data, and the matching row will be highlighted with a background color. Specific columns that you specify from the matched rows will then be displayed on the smartphone. Learn more. Post-scan Actions After the scanning session is complete, you can retrieve the records that were involved in the scans and have them saved in a different worksheet. To do so, under the Post-scan Actions, click on the Copy Scanned Rows button. On the page that follows, choose what should happen with the scanned data. Add or Run Reports You can import calculation reports or reports to be used with Power BI and Looker Studio from the sidebar. From our add-in's navigation menu, choose the Add or Run Reports option. Adding a Report Under the Add a Report section, enter a title to identify the report, then paste the URL that was generated for the report. Click on the Add Report button to save it. Running a Report To run a report, go to the Run a Report section. Choose a saved report, then a worksheet to download it into. After that, click on the Run Reports button. You can also set the sidebar to auto-import the reports at regular intervals. Note: this function requires the sidebar to remain open. To change the import frequency, click the icon at the top right of the sidebar, then select the Settings option. Analyzing Reports with AI Once your report has been downloaded to a worksheet, click on the Analyze with AI button to get the data in the report analyzed by AI platforms. You can use our ChatGPT, Grok AI, or Google Gemini AI integrations for the analysis. Ask the AI platform what to analyse, then if it returns the analysis, choose another worksheet where it will get saved. Schedules When working with date-related data, e.g., for asset reservations, maintenance schedules, etc, you can configure the sidebar to generate calendar schedules that can be viewed from Google Calendar. From our add-in's navigation menu, choose the Schedules option. On the Schedules page, enter the name of your calendar, then choose the columns that have the dates that you want to use. You can also configure the schedule to repeat at regular intervals and specify when to receive upcoming schedule reminders. ======================================== ARTICLE ID: 3487 TITLE: Scan Actions For Spreadsheet Add-ons URL: https://kb.ventipix.com/knowledge-base/scan-actions-for-spreadsheet-add-ons/ PUBLISHED: 2025-09-27 11:31:19 ---------------------------------------- When scanning barcodes, QR codes, and NFC tags, extra data can be created on the spreadsheet as a result of the scan. These data can include date, time, or other arbitrary data that you define. For example, you may want to update one column with a status, and another column with the date or time. If you're using our smartphone apps for scanning, you can also set the add-on to return data to display to the person scanning the barcodes or NFC tags. For example, you can scan a product's QR code, and if found in the spreadsheet, the product's name and location are returned. Creating Data For the Find, Mark & Replace, and the Insert & Replace scan actions, under the Select Headers dropdown, select the headers where the extra data should be created. Under the Values To Replace With, enter what should be created. For the date, time, and GPS coordinates, use the tokens below. If you've selected multiple headers, separate the Values To Replace With with commas. Each separation should map to the selected header. Date Tokens Include the brackets as shown. Example: {mm/dd/yyyy} TokenExample Descriptiondd05Day of the month, two digits (01–31).d5Day of the month, without leading zero.mm03Month number, two digits (01–12).m3Month number, without leading zero.yyyy2025Full year in four digits.yy25Year in two digits (last two digits of the year). Time Tokens Include the brackets as shown. Example: {hh:MM} TokenExample (2:07:09 PM)Descriptionhh14Hour in 24-hour format, two digits (00–23).h14Hour in 24-hour format, no leading zero.MM07Minutes, two digits (00–59).M7Minutes, without leading zero.ss09Seconds, two digits (00–59).s9Seconds, without leading zero. GPS Coordinates This is only available when using our smartphone app. Include the brackets as shown. Example:{latitude} TokenDescriptionlatitudeLatitudelongitudeLongitude Returning Data To specify what should be displayed on the smartphone app after the scan, under the Select Headers dropdown, choose the columns you want. A maximum of five columns is allowed. Smartphone App Constraints Configuration Visiting the configuration link or scanning its QR code will override the previously saved ones. This enables different users to have different configuration settings. Previously saved configurations are available on the smartphone for the user to choose. Permissions You can disallow the smartphone user from making changes to the scan behaviour. Scanning Session The sidebar must remain open to receive scan data from the smartphone app. You can, however, pause and resume the session from the scan settings page. ======================================== ARTICLE ID: 3445 TITLE: Working with Gemini URL: https://kb.ventipix.com/knowledge-base/working-with-gemini/ PUBLISHED: 2025-07-22 06:30:19 ---------------------------------------- Deploy Google's Gemini AI capabilities to obtain real-time assistance across all asset and inventory management workflows. Gemini will work with the data in your account and prompts, then return responses that you can take action on. The actions include exporting CSV reports, viewing processed reports on the table, and adding the processed records to to-do tasks. Connecting to Gemini To connect your account to Gemini, you will need an API key from Google AI Studio. Once you have obtained the API key, go to the Apps page, then scroll to the Gemini section. Click on the Settings button. On the new page, enter your API key, then save the form. Using Gemini From the Web App In your web account, above the tables, expand the AI Data Analysis with Gemini section. After that, type your question, then press Enter or click on the Ask Gemini button. Gemini will then process your prompts then return a response. It may take a while for this process to complete, depending on how large your data is and how complex your prompts are. If the returned response has actionable data, you will be presented with a dropdown with options to take. The options include viewing the processed response on the table, exporting it as CSV, or adding it to a to-do task. From the Smartphone App From our iOS or Android apps, once logged in, from the Services page, scroll to the Artificial Intelligence (AI) section, then tap on the Analyze Data with AI option. On the new screen, type your prompt, then press Enter. Gemini will then process your prompt and return a response. It may take a while for this process to complete, depending on how large your data is and how complex your prompt is. If the returned response has actionable data, you will be presented with a dropdown with options to take. The options include viewing the processed response on a page, saving it, or adding it to a to-do task. Gemini Settings There are some options that you can configure to improve the responses you get from Gemini. Source of data being analyzed By default, Gemini will analyze the current data related to the Service that you’re viewing. You can, however, change what gets analyzed. For example, if you have the table filtered to show certain records (e.g., records that belong to a certain group), then you can set the app to use those filtered records. You can also have historical data analyzed, especially if you want to derive trend data. To change the data being analyzed, from the web app, in the chat section, use the Data to Analyze dropdown menu. From the smartphone app, in the chat screen, click on the Gears icon. In the screen that follows, use the Chat Regarding and Chat About dropdowns. Chat history By default, both the web and smartphone apps save the chat history. The chat history only persists on the device or browser being used and the Service you’re chatting about. For Gemini to maintain the context of what is being discussed and give relevant answers, have the Chat history enabled. From the web app, in the chat section, click on the three-lines icon, then ensure that the Use chat history option is switched on. From the smartphone app, in the chat screen, click on the Gears icon. In the screen that follows, ensure the chat history option is checked, then tap on the Continue button. To delete the chat history, from the respective sections, click or tap on the Clear Chat History button or menu option. Refreshing data being analyzed Once you’ve started chatting, the data being analyzed will be cached to improve response times. This, however, may cause stale responses being returned. If necessary, you can choose to refresh this data from the same menu sections mentioned above. From the respective app, click or tap on the Reload Data button or the Refresh Analysis Data menu option. Custom Fields If you know the specific fields you want your Gemini to derive its answers from, you can indicate what those custom fields are. This action also speeds up the response times as it makes the data being analyzed rather smaller. From the web app, click on the three-lines icon, then go to the Included Data Fields. Below the typing prompt section, fields to choose from will be shown. Choose your desired fields, then click on the Hide Fields link. From the smartphone app, in the chat screen, click on the Gears icon. In the screen that follows, choose your desired fields under the Include These Fields section, then tap on the Continue button. Models By default, the app uses the latest chat models, but you can specify the one you wish to use. Disconnecting from Gemini To delete your API key, go to the Apps page, then scroll to the Gemini section. Click on the Deactivate button, then follow further prompts shown. ======================================== ARTICLE ID: 3425 TITLE: Asset & Inventory Management Features Differences URL: https://kb.ventipix.com/knowledge-base/asset-inventory-management-features-differences/ PUBLISHED: 2025-07-08 07:23:15 ---------------------------------------- The asset management features are for tracking durable items such as printers, laptops, etc. These items can be moved around, e.g. when borrowed (asset check-out) and returned (asset check-in). They may need repairs (asset maintenance), can be placed on hold (asset reservation), and so on and so forth. With asset tracking, you get to know about the conditions or statuses of your assets. The inventory management features are for tracking consumable items that need replenishing such as printing papers, ink cartridges, batteries, etc. These items increase (inventory increments) and decrease (inventory decrements) in quantities. They can also be moved from one location to another (inventory transfers). In essence, inventory tracking is for anything that needs its quantities to be known. On the platform Assets and Inventories are isolated from each other as items under them have different characteristics. You basically need to determine how to classify the items you want to track and manage then use the appropriate asset or inventory management features. ======================================== ARTICLE ID: 3400 TITLE: AI Support Assistance URL: https://kb.ventipix.com/knowledge-base/ai-support-assistance/ PUBLISHED: 2025-06-25 09:43:47 ---------------------------------------- You can now chat with our AI virtual assistant chatbot and get AI-summarized support content that quickly helps you with how to set things up in your account. From the web app, to start chatting with the AI assistant, at the top of the page, click on the AI Assistant button. From the smartphone app, to start chatting with the AI assistant, swipe left > then tap on the AI Assistance option. From either apps, should the assistant fail to help you find what you're looking for, simply contact the support team. ======================================== ARTICLE ID: 3364 TITLE: Working with Grok AI URL: https://kb.ventipix.com/knowledge-base/working-with-grok/ PUBLISHED: 2025-06-24 18:55:35 ---------------------------------------- By leveraging Grok AI, you can unlock real-time assistance across all asset and inventory management workflows. Grok AI will work with the data in your account and prompts, then return responses that you can take action on. The actions include exporting CSV reports, viewing processed reports on the table, and adding the processed records to to-do tasks. Connecting to Grok AI To connect your account to Grok AI, you will need an API key from xAI. Once you have obtained the API key, go to the Apps page, then scroll to the Grok AI section. Click on the Settings button. On the new page, enter your API key, then save the form. Using Grok AI From the Web App In your web account, above the tables, expand the AI Data Analysis with Grok AI section. After that, type your question, then press Enter or click on the Ask Grok AI button. Grok AI will then process your prompts then return a response. It may take a while for this process to complete, depending on how large your data is and how complex your prompts are. If the returned response has actionable data, you will be presented with a dropdown with options to take. The options include viewing the processed response on the table, exporting it as CSV, or adding it to a to-do task. From the Smartphone App From our iOS or Android apps, once logged in, from the Services page, scroll to the Artificial Intelligence (AI) section, then tap on the Analyze Data with AI option. On the new screen, type your prompt, then press Enter. Grok AI will then process your prompt and return a response. It may take a while for this process to complete, depending on how large your data is and how complex your prompt is. If the returned response has actionable data, you will be presented with a dropdown with options to take. The options include viewing the processed response on a page, saving it, or adding it to a to-do task. Grok AI Settings There are some options that you can configure to improve the responses you get from Grok AI. Source of data being analyzed By default, Grok AI will analyze the current data related to the Service that you're viewing. You can, however, change what gets analyzed. For example, if you have the table filtered to show certain records (e.g., records that belong to a certain group), then you can set the app to use those filtered records. You can also have historical data analyzed, especially if you want to derive trend data. To change the data being analyzed, from the web app, in the chat section, use the Data to Analyze dropdown menu. From the smartphone app, in the chat screen, click on the Gears icon. In the screen that follows, use the Chat Regarding and Chat About dropdowns. Chat history By default, both the web and smartphone apps save the chat history. The chat history only persists on the device or browser being used and the Service you're chatting about. For Grok AI to maintain the context of what is being discussed and give relevant answers, have the Chat history enabled. From the web app, in the chat section, click on the three-lines icon, then ensure that the Use chat history option is switched on. From the smartphone app, in the chat screen, click on the Gears icon. In the screen that follows, ensure the chat history option is checked, then tap on the Continue button. To delete the chat history, from the respective sections, click or tap on the Clear Chat History button or menu option. Refreshing data being analyzed Once you've started chatting, the data being analyzed will be cached to improve response times. This, however, may cause stale responses being returned. If necessary, you can choose to refresh this data from the same menu sections mentioned above. From the respective app, click or tap on the Reload Data button or the Refresh Analysis Data menu option. Custom Fields If you know the specific fields you want your Grok AI to derive its answers from, you can indicate what those custom fields are. This action also speeds up the response times as it makes the data being analyzed rather smaller. From the web app, click on the three-lines icon, then go to the Included Data Fields. Below the typing prompt section, fields to choose from will be shown. Choose your desired fields, then click on the Hide Fields link. From the smartphone app, in the chat screen, click on the Gears icon. In the screen that follows, choose your desired fields under the Include These Fields section, then tap on the Continue button. Models By default, the app uses the latest chat models, but you can specify the one you wish to use. Disconnecting from Grok AI To delete your API key, go to the Apps page, then scroll to the Grok AI section. Click on the Deactivate button. ======================================== ARTICLE ID: 3362 TITLE: Working with ChatGPT URL: https://kb.ventipix.com/knowledge-base/working-with-chatgpt/ PUBLISHED: 2025-06-24 18:54:30 ---------------------------------------- By leveraging ChatGPT, you can unlock real-time assistance across all asset and inventory management workflows. ChatGPT will work with the data in your account and prompts, then return responses that you can take action on. The actions include exporting CSV reports, viewing processed reports on the table, and adding the processed records to to-do tasks. Connecting to ChatGPT To connect your account to ChatGPT, you will need an API key from OpenAI. Once you have obtained the API key, go to the Apps page, then scroll to the ChatGPT section. Click on the Settings button. On the new page, enter your API key, then save the form. Using ChatGPT From the Web App In your web account, above the tables, expand the AI Data Analysis with ChatGPT section. After that, type your question, then press Enter or click on the Ask ChatGPT button. ChatGPT will then process your prompts then return a response. It may take a while for this process to complete, depending on how large your data is and how complex your prompts are. If the returned response has actionable data, you will be presented with a dropdown with options to take. The options include viewing the processed response on the table, exporting it as CSV, or adding it to a to-do task. From the Smartphone App From our iOS or Android apps, once logged in, from the Services page, scroll to the Artificial Intelligence (AI) section, then tap on the Analyze Data with AI option. On the new screen, type your prompt, then press Enter. ChatGPT will then process your prompt and return a response. It may take a while for this process to complete, depending on how large your data is and how complex your prompt is. If the returned response has actionable data, you will be presented with a dropdown with options to take. The options include viewing the processed response on a page, saving it, or adding it to a to-do task. ChatGPT Settings There are some options that you can configure to improve the responses you get from ChatGPT. Source of data being analyzed By default, ChatGPT will analyze the current data related to the Service that you're viewing. You can, however, change what gets analyzed. For example, if you have the table filtered to show certain records (e.g., records that belong to a certain group), then you can set the app to use those filtered records. You can also have historical data analyzed, especially if you want to derive trend data. To change the data being analyzed, from the web app, in the chat section, use the Data to Analyze dropdown menu. From the smartphone app, in the chat screen, click on the Gears icon. In the screen that follows, use the Chat Regarding and Chat About dropdowns. Chat history By default, both the web and smartphone apps save the chat history. The chat history only persists on the device or browser being used and the Service you're chatting about. For ChatGPT to maintain the context of what is being discussed and give relevant answers, have the Chat history enabled. From the web app, in the chat section, click on the three-lines icon, then ensure that the Use chat history option is switched on. From the smartphone app, in the chat screen, click on the Gears icon. In the screen that follows, ensure the chat history option is checked, then tap on the Continue button. To delete the chat history, from the respective sections, click or tap on the Clear Chat History button or menu option. Refreshing data being analyzed Once you've started chatting, the data being analyzed will be cached to improve response times. This, however, may cause stale responses being returned. If necessary, you can choose to refresh this data from the same menu sections mentioned above. From the respective app, click or tap on the Reload Data button or the Refresh Analysis Data menu option. Custom Fields If you know the specific fields you want your ChatGPT to derive its answers from, you can indicate what those custom fields are. This action also speeds up the response times as it makes the data being analyzed rather smaller. From the web app, click on the three-lines icon, then go to the Included Data Fields. Below the typing prompt section, fields to choose from will be shown. Choose your desired fields, then click on the Hide Fields link. From the smartphone app, in the chat screen, click on the Gears icon. In the screen that follows, choose your desired fields under the Include These Fields section, then tap on the Continue button. Models By default, the app uses the latest chat models, but you can specify the one you wish to use. Disconnecting from ChatGPT To delete your API key, go to the Apps page, then scroll to the ChatGPT section. Click on the Deactivate button, then follow further prompts shown. ======================================== ARTICLE ID: 3357 TITLE: Streamline Your Asset & Inventory Management Tasks with AI URL: https://kb.ventipix.com/knowledge-base/streamline-your-asset-inventory-management-tasks-with-ai/ PUBLISHED: 2025-06-24 18:07:07 ---------------------------------------- With AI now integrated into Ventipix Asset & Inventory Manager, you can harness its power to gain insights into your data, receive real-time assistance, and improve workflows — saving both time and effort. Here are some examples of how ChatGPT, Grok AI, or Gemini can assist across different operational tasks: Asset Management Asset Tagging Calculate asset depreciation Find assets with upcoming or expired dates Suggest formats for unique asset IDs Analyze trends from your historical data Check-in / Check-out Summarizes asset movement history Answers questions like: “Which laptops were checked out last week?” Flags overdue items or missing check-ins Identify frequent check-out patterns to help optimize resource allocation Maintenance Tracking Generate maintenance logs, schedules, or templates for service records Find assets with upcoming or expired dates Reservations Helps users check asset availability Summarizes existing or upcoming reservations Warns of double-booking risks and recommends alternatives Auditing Lists assets that are unverified or never audited. Summarizes results of the last inventory audit. Answers audit-specific queries like: “Which assets failed their last check?” Inventory Management Inventory Register Provides stock levels at-a-glance Flag low stock alerts, expired items, or excess inventory Suggests reordering quantities using usage trends Suggest formats for unique inventory IDs, SKUs, etc Find inventories with upcoming or expired dates Transfers & Stock Adjustments Track stock transfers across locations Explains reasons for manual adjustments (loss, breakage, etc.) Suggests transfer strategies based on stock imbalances Generate stock count sheets Highlight discrepancies, overstock, shrinkage, or losses Assist with FIFO/LIFO/average cost inventory methods Deliveries Goods Received / Dispatched Summarizes goods received over time Answers logistics queries: “What was received from Supplier X in May?” Tracks dispatch logs, delivery timelines, and recipient confirmations Work In Progress (WIP) Tracks assets assigned to ongoing projects Answers: “What assets are still in use for Project Alpha?” Helps identify idle resources that should be returned or repurposed Cost Tracking Breaks down cost per asset or category. Tracks maintenance, procurement, and depreciation costs. Answers finance queries like: “What was the total cost of IT assets in 2024?” GS1 Digital Link & QR Code / NFC Campaigns Help verify GS1 Digital Links Help verify GTINs and associated identifiers Help in optimizing UTM parameters Assists with campaign analysis: “Which campaign got the most QR scans?” Workplace Passes Answers queries about issued passes Tracks who accessed what, when Summarizes pass expiration or access violations ======================================== ARTICLE ID: 3312 TITLE: Inventory on Hold URL: https://kb.ventipix.com/knowledge-base/inventory-on-hold/ PUBLISHED: 2025-02-14 09:35:25 ---------------------------------------- You can set reduced inventory from specific locations to first require approval from authorized users. Setting up Inventory on Hold From the table in Manage Inventory > Inventory page, go to Options > Inventory on Hold. On the new page, choose or enter the inventory locations where inventory reduction require approval. Choose sub-users who can approve the inventory reductions. The main owner of the account has full permissions. For a tighter control over the manual editing of an inventory's quantity field, you can assign read-only sub-user or app-user data capture permissions for this field. Note - to update the inventory on hold settings later, from the Inventory on Hold table, go to Options > Settings. Placing Inventories on Hold When reducing inventory, if the source location is in the inventory on hold settings, no deductions will be made. Instead, the reduction activity will be logged. You can then view these logged records by going to the Manage Inventory > Inventory page. On the table, go to Options > Inventory on Hold. Processing Inventories on Hold There are two steps to take when processing inventories on hold. The first step is to update the destination location. For example, for an inventory transfer, if an inventory reduction from store A was placed on hold, then store B would be set as the destination location. If no inventory transfer is taking place, then set the destination location to be the same as the source location. The second step is to then approve the reduction. On the inventory on hold table, you will see the records such as the time the inventories were placed on hold, who placed them, custom field data, e.g, source location, quantities, etc. Use the buttons at the top of the table to set the location and to approve the reductions. Inventory on Hold Notifications Inventories placed on hold are automatically added to the To-do Tasks. The tasks feature comes with desktop and calendar notifications. ======================================== ARTICLE ID: 3293 TITLE: Digital Passes for Google and Apple Wallets or NFC Wearables URL: https://kb.ventipix.com/knowledge-base/digital-passes-for-google-and-apple-wallets-or-nfc-wearables/ PUBLISHED: 2025-02-10 13:16:00 ---------------------------------------- You can generate workplace passes that can be saved on people's Google and Apple wallets or as NFC wearables. Passes saved on Google and Apple wallets are saved as QR codes which the app can read both on the web and smartphone app. These passes identify a person and can be used to attribute records along with their profile, for example employees, contractors, visitors, etc. The passes can also be scanned to retrieve records that were previously associated with a person. Effectively, they function as a receipt. For the identification, you can supply unique values that gets encoded onto the QR code and NFC tags, or let the app assign random unique values. With NFC, the serial ID of the tag can also be used. Creating Workplace Passes From the web app In you web account, go to the Workplace Passes page. Under the Add New Records options, you will be presented with two options for adding pass data to your account. Adding a Single Record When adding a single record, you will need to fill out a form. This form is customizable, so you can add extra custom fields to capture relevant data. Importing Multiple Records When importing multiple records, you will need to upload a CSV file with the columns arranged as shown in the import template. From the smartphone app Once logged into the smartphone app, go to the Services page, then scroll to the Workplace Passes section. Under this section, tap on the Person Identifier option. On the screen that follows tap on the floating (+) button. Viewing Workplace Passes From the web app From the Workplace Passes table, under the Actions column, click on the View option. From the smartphone app Go to the Services page, then scroll to the Workplace Passes section. Under this section, tap on the Person Identifier option. Under Scan Passes on QR Codes or NFC Tags, scan the QR code from the digital wallet apps or NFC tag wearable. Associating a Workplace Pass profile with other records You can associate a workplace place with other records such as checked-out assets, reserved assets, etc. You can also view the records associated with a workplace pass and use the data when filling out forms. For the service you want the record association to be made, you first need to create a Person Identifier custom field. Once the custom field has been created, from either the web or smartphone app, when viewing a profile, go to the record association section. Choose the service where you have set up the Person Identifier custom field, then follow further prompts shown. Recording Workplace Pass attendance In cases where you need to know if someone is present in a particular place, you can capture the date and time by scanning the pass and clicking or tapping on the Capture Attendance Date & Time option. This feature is available on both the web and the smartphone app. With the web app, you can scan the workplace QR code using a webcam. Historical captured date and times are also available for viewing. On the web app, from the Workplace Passes table, go to Options > Attendance History. On the smartphone app, from the Workplace Passes section tap on Attendance History. Individual attendance history is available when viewing the user's profile. Saving Workplace Passes After a profile has been created, or when viewing a previously created one, there are options to save the passes to the users' devices. The passes can be emailed to the users. In the email, there will be links for saving the pass to Google Pay or Apple Wallet. If the user is with you, you can show them the QR code for them to scan and save the pass directly to their device. With NFC, follow the instructions shown to program the identifier to the tag. ======================================== ARTICLE ID: 3286 TITLE: Conditional Fields URL: https://kb.ventipix.com/knowledge-base/conditional-fields/ PUBLISHED: 2025-02-10 10:11:36 ---------------------------------------- This custom field will enable you to display different sets of questions based on the choice made on the condition field. To set it up, in your data capture settings, for the Answer Type, choose Conditional Field. In the Options column, you'll need to enter the names of the Questions that should be displayed. The names should be comma-separated. For example, if you want either a Length, a Width or a Height field is shown depending on what is selected in a Dimension field, then in the Options column you would enter the names of those fields. When the form is then displayed, you would see: When a selection is then made, a corresponding field is displayed. For multiple fields to be shown, you can group them together using the pipe "|" character. For example: In this example, the first words, Vehicle, and Machinery do not appear on the rest of the sheet. These words form the label for the condition field question. If a Vehicle is selected, the other fields, Make, Model, and Year will be displayed. Conversely, if Machinery is selected, then the Power Source and the Type field will be shown. ======================================== ARTICLE ID: 3282 TITLE: Person Identifier URL: https://kb.ventipix.com/knowledge-base/person-identifier/ PUBLISHED: 2025-02-10 10:01:10 ---------------------------------------- With this field, you can scan digital passes, generated on the platform, and saved on users' Google and Apple wallets or on NFC wearables. You first need to set up the Workplace Passes by registering a user's profile, e.g. a contractor, an employee, etc. After that, in your data capture settings, for the Answer Type, choose Person Identifier. The generated field will enable you to scan the QR code pass that was saved on a user's Google or Apple wallet or the pass that was saved on an NFC tag wearable. The field also enables you to manually search for a person's profile. Records associated with pass identifiers can be viewed from the Workplace Pass Profile. ======================================== ARTICLE ID: 3250 TITLE: New Activity Notifications For Work-in-progress URL: https://kb.ventipix.com/knowledge-base/new-activity-notifications-for-work-in-progress/ PUBLISHED: 2024-10-15 20:45:57 ---------------------------------------- Overview This notification type can be used for sending email alerts whenever a new work-in-progress record is created. For example, email alerts can be sent whenever a new work-in-progress status is recorded. Setting up the notification To set this notification up or to modify it, go to the Manage WIP > WIP Records table > Options > Notifications. On the Notifications page, under the Actions menu, choose Email Notifications, then For Work-in-progress. In the popup modal, choose one of the New Activity Events options, then click the Continue button. On the next page, choose which Service you want to receive notifications for. Under the Send The Email To section, you have the option to enter email addresses, choose team members, or choose a data capture field that contains an email address. If the recipients are different for specific assets, then you need to have their emails recorded on the asset’s record. To do so, you need a Data Capture field with the Answer Type set to either “Email”, “Select” or “Hidden”. For “Select” or “Hidden” Answer Types, specify the email address in the Options section of the Data Capture settings. “Hidden” Answer Type, can only have one email address, whereas “Select” can have multiple emails defined, but only one will be chosen when filling out the forms. If the recipients of the emails are also users of the app, you can have the app create to-do tasks automatically whenever the emails are issued. Modifying the notification From the Notifications page, go to the Notifications table. Find the notification you want to modify. Under the Actions column, go to Edit. To pause the notification, change its status to Inactive. ======================================== ARTICLE ID: 3236 TITLE: New Activity Notification For Goods Dispatched URL: https://kb.ventipix.com/knowledge-base/new-activity-notification-for-goods-dispatched/ PUBLISHED: 2024-10-15 15:25:11 ---------------------------------------- Overview This notification type can be used for sending email alerts whenever a new goods dispatched record is created. For example, email alerts can be sent whenever a new delivery status is recorded. Setting up the notification To set this notification up or to modify it, go to the Manage Deliveries > Goods Dispatched > Delivery Records table > Options > Notifications. On the Notifications page, under the Actions menu, choose Email Notifications, then For Goods Dispatched. In the popup modal, choose one of the New Activity Events options, then click the Continue button. On the next page, choose which Service you want to receive notifications for. Under the Send The Email To section, you have the option to enter email addresses, choose team members, or choose a data capture field that contains an email address. If the recipients are different for specific assets, then you need to have their emails recorded on the asset’s record. To do so, you need a Data Capture field with the Answer Type set to either “Email”, “Select” or “Hidden”. For “Select” or “Hidden” Answer Types, specify the email address in the Options section of the Data Capture settings. “Hidden” Answer Type, can only have one email address, whereas “Select” can have multiple emails defined, but only one will be chosen when filling out the forms. If the recipients of the emails are also users of the app, you can have the app create to-do tasks automatically whenever the emails are issued. Modifying the notification From the Notifications page, go to the Notifications table. Find the notification you want to modify. Under the Actions column, go to Edit. To pause the notification, change its status to Inactive. ======================================== ARTICLE ID: 3140 TITLE: To-do Lists URL: https://kb.ventipix.com/knowledge-base/to-do-lists/ PUBLISHED: 2024-08-26 07:03:47 ---------------------------------------- Improve productivity by creating to-do lists that enable you to prioritize and focus on the most important tasks. Tasks can be assigned to colleagues who use either the smartphone or web apps. To-do lists can be set up for records under assets, inventories, deliveries, work-in-progress, and QR codes or NFC campaigns. To-do lists are also available for activities that trigger email notifications, such as expiring dates, recurring dates, low stock, asset maintenance, etc. Creating and managing the to-do lists can be done from the web app, the smartphone app, or our browser extensions for Google Chrome and Microsoft Edge. As tasks are already associated with records, these records can be processed at once by selecting one of the available options relevant to the service they were allocated to. Web app to-do tasks Setting up tasks on the web app From the summary tables, such as those for assets, inventories, deliveries, and QR codes or NFC campaigns, select some records and click on the Add To Task button at the top of the tables. On the new page, fill out the form by giving it a task name, some description, due date & time, priority, and assign an owner to it. You can assign the task to yourself, or other web and smartphone app users. Alternatively, leaving the owner assignment field blank will make the task available to all users. Viewing tasks on the web app On the same tables, if new tasks are available, a badge as shown below, will display the number of pending tasks. Clicking on the button, without selecting any record, will redirect you to the tasks page. Alternatively, go to the To-dos Tasks page from the navigation menu, then use the filters at the top of the page to narrow down to specific tasks from specific services. Processing tasks on the web app On the To-do Tasks page, find the task then go to its Action > Process Task menu. Depending on the services that the task was set up under, several options applicable to the used service are available. Choose the desired option then click on the Continue button. A task can have many records associated with it, so the collective records will be processed at once. Smartphone app to-do tasks Setting up tasks on the smartphone app Once logged in to the smartphone app, go to the Services page. Under the Tasks section, tap on the To-do Tasks menu. On the new page, tap on the (+) button. Fill out the form by giving it a task name, some description, due date & time, priority, and assign an owner to it. You can assign the task to yourself, or other web and smartphone app users. Alternatively, leaving the owner assignment field blank will make the task available to all users. Choose a Service, then scan barcodes or NFC tags relevant to the records for the chosen service. Viewing tasks on the smartphone app On the Services page, tap on the To-do Tasks menu. If new tasks are available, they will be displayed under the Pending tab. Completed tasks are displayed under the Completed tab. To refresh the lists, tap and drag the top of the page. Records associated with the tasks can be exported as CSV files, by expanding the list and then choosing Export from the Actions menu. Refreshing the Services page will notify you of the pending tasks that are available. Processing tasks on the smartphone app Under the Pending tab, tap the list dropdown icon to expand the contents. Under the Actions menu, choose a desired option. What’s shown on such menus depends on the service associated with the task. Following that action, the new screen will show the records that can be processed at once. To mark the tasks as complete, you can expand the lists, choose the relevant option, or tap and hold the list then accept the prompts shown. Browser Extensions to-do tasks With our Google Chrome or Microsoft Edge extension, you can use the context of a web page that you are viewing to search for records, add selected content to tasks, or click URLs to create QR codes & NFC marketing campaigns. Google Chrome Side Panel Example Microsoft Edge Sidebar Example Setting up tasks on browser extensions You can set up tasks by right-clicking on a web page and then choosing the Ventipix Asset & Inventory Manager Side Panel extension. If you previously selected some text or link, before right-clicking on a web page, the selection can be used to create records or search for them. Therefore, you can leverage this functionality to select values that identify records such as barcode values, asset names, product names, etc. Google Chrome Context Menu Example Microsoft Edge Context Menu Example With the opened side panel or sidebar, regardless of how it was opened, you will be presented with an option to search for records or view tasks. With the search option, use the search results to select multiple records then tap on the floating button to add them to tasks. With the view option, under the Pending tab, tap on the floating (+) button to create a new task. On the New Tasks form, fill out the form by giving it a task name, some description, due date & time, priority, and assign an owner to it. You can assign the task to yourself, or other web and smartphone app users. Alternatively, leaving the owner assignment field blank will make the task available to all users. Choose a Service, then type in values that identify records related to the chosen service, e.g. barcode values. If these identifiers are on QR codes, you can scan them using your webcam. Viewing tasks on the browser extensions Open the side panel or sidebar by right-clicking and choosing our extension or from your pinned extensions bar. Once opened, go to the To-do Tasks menu. Click on the dropdown icon to expand a list’s contents. The processing options available on the side panels and sidebars are limited. You can, however, export records associated with the task by choosing Export from the Action menu of the expanded list. For full data processing options, use either the smartphone or the web app. To refresh the to-do lists, pull and drag the page down using your mouse. Notifications are available with our browser extensions and are triggered whenever new tasks are added or existing ones are due. These notifications are issued whether the side panel or sidebar is opened or closed. Recurring tasks With recurring tasks, to-do lists can automatically be created whenever a specific event occurs. An event can be related to dates, e.g. expiring dates or elapsed interval periods, stock levels, e.g. low stock or overstock, and asset maintenance. To set a recurring task, from the table on the Tasks page, go to the Options menu then choose the applicable To-dos category. You will be prompted to set up an email notification on the new page. Under the Send The Email To field, select Other Team Members. After that, choose the Team members. The selected users will have a to-do task assigned to them whenever the event occurs. Calendar To-do Tasks You can import your to-dos to a calendar application such as Google Calendar or Outlook. From the To-do Tasks table, go to Options > Calendar Integration. Copy the generated link and use it to import the tasks to the calendar application. The calendar application will continuously check for new updates. You can also set the calendar application to notify you when changes occur. Custom To-do Statuses You can add custom statuses then use them to filter tasks. From the To-do Tasks table, go to Options > Settings. On the Settings page, enter comma-separated values for the statuses. ======================================== ARTICLE ID: 3133 TITLE: Comparison Calculations URL: https://kb.ventipix.com/knowledge-base/comparison-calculations/ PUBLISHED: 2024-06-08 06:59:41 ---------------------------------------- You can compare the numeric values of the data captured by your custom fields. The comparison can be between two custom fields or between a custom field and an arbitrary value. For example, you can generate reports where quantities of inventories are below their re-order point or even a specific amount. The condition for comparing the two values can be changed to suit the situation you need the reports for. The reports will be generated in CSV files that you can either download, or export to Google Sheets or Excel for constant live updates, or use with Power BI or Looker Studio for interactive visualization. The basic reports will include the barcode or NFC tag values, the name of the assets or inventories, and the calculation results. You can, however, select other custom fields to be included in the reports too. The calculation results can also be saved in other custom fields you specify. From the tables where the calculation reports feature is available, go to Options > Comparison Calculations. Generating Visualization Reports With Power BI On the reports page, choose the Power BI or Looker Studio option. In your Power BI application, go to Get Data > Web. Next, paste the copied URL in the dialog prompt then click on the OK button. Once Power BI has imported your data, you can generate the visualization reports you want. To refresh the imported data, in Power BI, in the Power Query Editor, click on the Refresh Preview. Note – if you see columns with the text “*hidden*” then permission to view the data is required by the user setting up the reports. With Looker Studio On the reports page, choose the Power BI or Looker Studio option. Open a new Google Sheets spreadsheet, then give it a name. After that, select cell A1 go to the fx section, paste the URL string that you copied then press ENTER on your keyboard. After a few seconds, your data will be shown on the spreadsheet. Note – if you see columns with the text “*hidden*” then permission to view the data is required by the user setting up the reports. Once that’s done, log in to your Looker Studio account. Click on the Blank Report template. From the “Add data to report” prompt, select Google Sheets. Follow authentication steps if prompted for them. You will then be presented with a list of spreadsheets. Select the one that you imported the data to. Once Looker Studio has imported your data, you can generate the visualization reports you want. Exporting Continuously Using Google Sheets Choose the Export to Google Sheets or Excel option on the reports page. In the pop-up modal that then appears, click on the Copy Google Sheets URL button. Open a new Google Sheets spreadsheet, then give it a name. After that, select cell A1 go to the fx section, then paste the URL string that you copied then press ENTER on your keyboard. After a few seconds, your data will be shown on the spreadsheet. Google Sheets will automatically refresh the data each time it detects a change. Using Excel Choose the Export to Google Sheets or Excel option on the reports page. In the pop-up modal that then appears, click on the Copy Excel URL button. In your Excel file, go to the Data tab then select From Web. After that, paste the URL you copied for Excel, click OK, and follow any prompts shown. In the dialog that appears, click on the Load button. Your data will then get imported into a workbook. To refresh the imported data, click on the refresh icon on the right-hand side pane. ======================================== ARTICLE ID: 3101 TITLE: Reporting Asset Defects URL: https://kb.ventipix.com/knowledge-base/reporting-asset-defects/ PUBLISHED: 2024-05-04 12:47:54 ---------------------------------------- By enabling defect reporting of assets, you can improve the safety of an asset and even extend its life, when maintenance issues are made known. Get maintenance issues reported by anyone who scans an asset's URL QR code or NFC tag. Reported issues get added to the Asset Maintenance section in your account. This feature uses your existing custom fields to capture data. You can, however, choose which of the custom field data capture questions are shown to the person who has scanned the QR code or NFC tag. Setting up Asset Defect Reporting From the Options menu of the Manage Assets > Maintenace page, go to the Maintenance Issues Reporting option. In the pop-up prompt, choose whether to use QR Codes or NFC tags. Using QR Codes You can generate QR codes that encode the URLs of the assets. These URLs, specific to an asset, lead to a page where the issues about the assets can be submitted. The encoded URLs can either be trackable or non-trackable. If trackable, privacy-consented scan analytics will be captured. Furthermore, the custom fields being shown can be narrowed down to what's relevant for assets that share the same characteristics. To generate the QR codes, first choose the assets based on the asset groups that they belong to. Thereafter, you can either proceed to generate non-trackable or trackable QR codes. If you want to use trackable QR codes, go to the Add Tracking tab, and select a campaign group with the desired settings. To then generate the QR Code images, scroll to the Bulk QR Codes section. Customize the appearance of the QR code, then click on the Generate QR Codes button. You can choose what format the images should be generated in. Using NFC Tags As with the QR codes, you can encode the URLs of the assets onto NFC tags. These URLs, specific to an asset, lead to a page where the issues about the assets can be submitted. The encoded URLs can either be trackable or non-trackable. If trackable, privacy-consented scan analytics will be captured. Furthermore, the custom fields being shown can be narrowed down to what's relevant for assets that share the same characteristics. To program the NFC tags, first choose the assets based on the asset groups that they belong to. After that, you can either proceed to generate non-trackable or NFC tags. If you want to use trackable NFC tags, go to the Add Tracking tab, and select a campaign group with the desired settings. To program the NFC tags with the URLs, go to the Bulk NFCs section. Choose whether to write the NFC tags with our iOS or Android app. Follow further prompts shown to write onto the NFC tags in sequence. ======================================== ARTICLE ID: 3109 TITLE: NFC Marketing Campaigns URL: https://kb.ventipix.com/knowledge-base/nfc-marketing-campaigns/ PUBLISHED: 2024-05-04 12:38:13 ---------------------------------------- Ventipix Asset & Inventory Manager platform enables you to generate dynamic and trackable URLs that can be written onto NFC tags, and used for marketing. The destination URLs that the NFC tags redirect to can be edited anytime without rewriting the original NFC tag. All the analytics data captured when taps are made are based on the user's privacy consent. They include the tap location which can be precise or approximate, the tapping device's attributes, and the scan uniqueness. Managing Marketing NFC Campaigns Creating NFC campaigns individually In your account, go to the Manage URL redirections > Marketing NFC Tags page. At the top-right of the page, under the Actions menu, go to the Add A New Campaign option. On the new page, in the first section of the form, enter a title to identify the record that you are setting up, and the default destination URL to redirect to. Optionally, you can assign the campaign setup to a campaign group which can be used to apply privacy consent settings and Google Analytics UTM parameters. Creating NFC campaigns in bulk In your account, go to the Manage URL redirections > Marketing NFC Tags page. At the top-right of the page, under the Actions menu, go to the Import Campaigns option. On the new page, you can import CSV files either from your device or from Google Sheets or Excel Online. Before importing the CSV file, first ensure that the data in it is structured according to the import template. The data includes the campaign titles and the destination URLs. When uploading the CSV file, you can assign all the campaigns to a campaign group that can be used to apply privacy consent settings and Google Analytics UTM parameters. Programming NFC Tags You can write onto NFC tags and lock them if necessary. Programming a single NFC tag When setting up a single campaign, go to the NFC Writing Options tab. From this section, you can either use our iOS and Android smartphone app, or the Chrome browser on an Android device. If using a Chrome browser, first scan the QR code shown to get to the writing page. Programming multiple NFC tags After importing a CSV file for campaign creation, go to the Bulk NFCs section. Use our iOS or Android app to program NFC tags in sequence. Click on the respective button, then follow further prompts shown. Updating Redirection URLs From the web app You can update the destination URLs by filling out a form or uploading a CSV file. To fill out a form for a single campaign, go to the Manage URL Redirections > Marketing NFC Tags table. Find the record you want to update, then go to its Actions menu. Click on the Edit link. On the new page, make the change to the URL then save the changes. To update the URLs by importing a CSV file, go to the Manage URL Redirections > Marketing NFC Tags page. On the table, go to Options > Export Campaigns. Open the downloaded CSV file, then make changes to the redirection URLs. The important columns, when editing campaigns in bulk, are the title, URL, and ID. Do not modify the ID column. From the Actions menu, go to the Import Campaigns option. On the new page, upload the CSV file that you have made changes to. From the smartphone app Using our iOS and Android app, smartphone app users whom you have granted permission to edit redirect URLs can do so from their mobile devices. On the smartphone app, go to the Services > Manage URL Redirections > Update Destination URLs option. Tap the NFC tag that you want to update. The scan results will return the encoded URL and the redirect URL it currently leads to. Make changes to that URL and then save the changes. Analytics Internal Analytics The analytics captured on our platform are based on the user's privacy consent. This needs to be first set up using campaign groups. Analytics data being captured can include a user's precise or approximate location, and the scanning device's attributes such as its operating system name, brand name, and device type. Tracking cookies are also used to analyze the scan's uniqueness. Captured analytics can be viewed on our visualization reports, and exported to CSV files. Reports are available for individual campaigns or collectively as part of multiple campaigns in a group. Power BI or Google Data Studio The analytics data can also be exported to Power BI or Looker Studio for custom interactive visualization reports. Google Analytics The app can automatically add Google Analytics UTM parameters to all the redirection URLs. You will need to use the campaign groups to set the UTM parameters that will be applied to all the URLs in a campaign group. ======================================== ARTICLE ID: 3074 TITLE: QR Code Marketing Campaigns URL: https://kb.ventipix.com/knowledge-base/qr-code-marketing-campaigns/ PUBLISHED: 2024-05-04 12:32:52 ---------------------------------------- Ventipix Asset & Inventory Manager platform enables you to generate custom-styled dynamic and trackable QR codes for marketing purposes. The destination URLs that the QR codes redirect to can be edited anytime without replacing the original QR code. All the analytics data captured when scans are made are based on the user's privacy consent. They include the scan location which can be precise or approximate, the scanning device's attributes, and the scan uniqueness. Managing Marketing QR Code Campaigns Creating QR code campaigns individually In your account, go to the Manage URL redirections > Marketing QR Codes page. At the top-right of the page, under the Actions menu, go to the Add A New Campaign option. On the new page, in the first section of the form, enter a title to identify the record that you are setting up, and the default destination URL to redirect to. Optionally, you can assign the campaign setup to a campaign group which can be used to apply privacy consent settings and Google Analytics UTM parameters. Creating QR code campaigns in bulk In your account, go to the Manage URL redirections > Marketing QR Codes page. At the top-right of the page, under the Actions menu, go to the Import Campaigns option. On the new page, you can import CSV files either from your device or from Google Sheets or Excel Online. Before importing the CSV file, first ensure that the data in it is structured according to the import template. The data includes the campaign titles and the destination URLs. When uploading the CSV file, you can assign all the campaigns to a campaign group that can be used to apply privacy consent settings and Google Analytics UTM parameters. Generating QR Codes Generating QR codes individually When setting up a single campaign, go to the Generate QR Code tab. In this section, you can adjust the appearance of the QR code. This includes the size, color, patterns, transparency, and logos. You can then test the scannability of the QR code before downloading it in one of the vector or raster graphics formats. Generating QR codes in bulk After importing a CSV file for campaign creation, go to the Bulk QR Codes section. Make any adjustments to the QR codes, if needed. The adjustments include the size, color, patterns, transparency, and logos. The adjustments made will apply to all the bulk QR codes generated in that session. Click on the Generate QR codes button, then choose the format they should be downloaded in. Stay on the same page while the QR codes are generated. Updating Redirection URLs From the web app You can update the destination URLs by filling out a form or uploading a CSV file. To fill out a form for a single campaign, go to the Manage URL Redirections > Marketing QR Codes table. Find the record you want to update, then go to its Actions menu. Click on the Edit link. On the new page, make the change to the URL then save the changes. To update the URLs by importing a CSV file, go to the Manage URL Redirections > Marketing QR Codes page. On the table, go to Options > Export Campaigns. Open the downloaded CSV file, then make changes to the redirection URLs. The important columns, when editing campaigns in bulk, are the title, URL, and ID. Do not modify the ID column. From the Actions menu, go to the Import Campaigns option. On the new page, upload the CSV file that you have made changes to. From the smartphone app Using our iOS and Android app, smartphone app users whom you have granted permission to edit redirect URLs can do so from their mobile devices. On the smartphone app, go to the Services > Manage URL Redirections > Update Destination URLs option. Scan the campaign QR code. The scan results will return the encoded URL and the redirect URL it currently leads to. Make changes to that URL and then save the changes. Analytics Internal Analytics The analytics captured on our platform are based on the user's privacy consent. This needs to be first set up using campaign groups. Analytics data being captured can include a user's precise or approximate location, and the scanning device's attributes such as its operating system name, brand name, and device type. Tracking cookies are also used to analyze the scan's uniqueness. Captured analytics can be viewed on our visualization reports, and exported to CSV files. Reports are available for individual campaigns or collectively as part of multiple campaigns in a group. Power BI or Google Data Studio The analytics data can also be exported to Power BI or Looker Studio for custom interactive visualization reports. Google Analytics The app can automatically add Google Analytics UTM parameters to all the redirection URLs. You will need to use the campaign groups to set the UTM parameters that will be applied to all the URLs in a campaign group. ======================================== ARTICLE ID: 3068 TITLE: NFC Marketing Campaign Reports URL: https://kb.ventipix.com/knowledge-base/nfc-marketing-campaign-reports/ PUBLISHED: 2024-05-01 13:59:07 ---------------------------------------- NFC marketing reports, based on users’ privacy consent, include the number of taps made, their uniqueness and their trends; tap location that can be precise or approximate; and the attributes of the scanning device. These reports can be generated for individual campaigns or for those that belong to a campaign group. Viewing NFC Marketing Reports To view the NFC campaign reports available in your account, from the respective Manage NFC Campaigns table, go to the individual campaign’s Action > View Reports menu option. Alternatively, to view aggregate reports from a group, go to the Campain Groups table, then under a group’s Actions menu, go to the Reports option. To generate custom interactive visualization reports, the option to use Power BI and Looker Studio are available. Exporting NFC Campaign Reports NFC campaign reports can also be exported to CSV files. For collective reports, from the Options menu on the table, go to the Export Reports option. For an individual campaign report, from the campaign’s Action menu, go to the Export Reports option. ======================================== ARTICLE ID: 3066 TITLE: QR Code Marketing Campaign Reports URL: https://kb.ventipix.com/knowledge-base/qr-code-marketing-campaign-reports/ PUBLISHED: 2024-05-01 13:53:08 ---------------------------------------- QR Code marketing reports, based on users’ privacy consent, include the number of scans made, their uniqueness and their trends; scan location that can be precise or approximate; and the attributes of the scanning device. These reports can be generated for individual campaigns or for those that belong to a campaign group. Viewing QR Code Marketing Reports To view the QR code campaign reports available in your account, from the respective Manage QR Code Campaigns table, go to the individual campaign’s Action > View Reports menu option. Alternatively, to view aggregate reports from a group, go to the Campain Groups table, then under a group’s Actions menu, go to the Reports option. To generate custom interactive visualization reports, the option to use Power BI and Looker Studio are available. Exporting QR Code Campaign Reports QR Code campaign reports can also be exported to CSV files. For collective reports, from the Options menu on the table, go to the Export Reports option. For an individual campaign report, from the campaign’s Action menu, go to the Export Reports option. ======================================== ARTICLE ID: 3063 TITLE: GS1 Digital Link Reports URL: https://kb.ventipix.com/knowledge-base/gs1-digital-link-reports/ PUBLISHED: 2024-05-01 13:23:59 ---------------------------------------- GS1 Digital Link reports, based on users' privacy consent, include the number of QR code scans made, their uniqueness and their trends; the link types visited; scan location that can be precise or approximate; and the attributes of the scanning device. These reports can be generated for individual campaigns or for those that belong to a campaign group. Viewing Digital Link Reports To view the Digital Link reports available in your account, from the respective Manage GS1 Digital Links table, go to the individual campaign's Action > View Reports menu option. Alternatively, to view aggregate reports from a group, go to the Campain Groups table, then under a group's Actions menu, go to the Reports option. To generate custom interactive visualization reports, the option to use Power BI and Looker Studio are available. Exporting Digital Link Reports Digital Link reports can also be exported to CSV files. For collective reports, from the Options menu on the table, go to the Export Reports option. For an individual campaign report, from the campaign's Action menu, go to the Export Reports option. ======================================== ARTICLE ID: 3061 TITLE: Campaign Reports With Looker Studio URL: https://kb.ventipix.com/knowledge-base/campaign-reports-with-looker-studio/ PUBLISHED: 2024-05-01 12:20:38 ---------------------------------------- Using a Looker Studio (Google Data Studio)  application, to generate custom interactive visualization reports for GS1 Digital Link, and QR code or NFC marketing campaigns, from the respective campaign table, go to Options > Looker Studio Reports. On the new page, choose a campaign group or a specific campaign, and a period the reports will frequently be generated in. Click on the Generate Report button. In the pop-up that then appears, click on the Copy Looker Studio URL. Note – the copied URL should not be shared publicly. Importing campaign reports data in Looker Studio Open a new Google Sheets spreadsheet, then give it a name. After that, select cell A1 then go to the fx section, then paste the URL string that you copied then press ENTER on your keyboard. After a few seconds, your data will be shown on the spreadsheet. Once that’s done, log in to your Looker Studio account. Click on the Blank Report template. From the “Add data to report” prompt, select Google Sheets. Follow authentication steps if prompted for them. You will then be presented with a list of spreadsheets. Select the one that you imported the data to. Once Looker Studio has imported your data, you can then generate the reports that you want. The URL that you copied will always generate current data based on the period that you defined. Google Sheets will continue refreshing the data on its own. ======================================== ARTICLE ID: 3055 TITLE: Campaign Reports With Power BI URL: https://kb.ventipix.com/knowledge-base/campaign-reports-with-power-bi/ PUBLISHED: 2024-05-01 11:28:29 ---------------------------------------- Generating campaign reports for Power BI Using a Microsoft Power BI application, to generate custom interactive visualization reports for GS1 Digital Link, and QR code or NFC marketing campaigns, from the respective campaign table, go to Options > Power BI Reports. On the new page, choose a campaign group or a specific campaign, and a period the reports will frequently be generated in. Click on the Generate Report button. In the pop-up that then appears, click on the Copy Power BI URL. Note – the copied URL should not be shared publicly. Importing campaign reports data in Power BI In your Power BI application, go to Get Data > Web. Next, paste the copied URL in the dialog prompt then click on the OK button. Once Power BI has imported your data, you can then generate the reports that you want. The URL that you copied will always generate current reports based on the period that you defined. To refresh the imported data, in Power BI, in the Power Query Editor, click on the Refresh Preview. ======================================== ARTICLE ID: 3031 TITLE: Campaign Groups URL: https://kb.ventipix.com/knowledge-base/campaign-groups/ PUBLISHED: 2024-04-29 12:13:26 ---------------------------------------- With campaign groups, you can organize a set of campaigns that share similar characteristics. This feature can be used to apply identical settings for the entire set of campaigns, and also for viewing aggregated analytics reports. Privacy Consent Settings You can set up privacy consent settings on what analytics data can be captured when your QR codes or NFC tags are scanned. The captured analytics data can include, precise or approximate scan location, and the scanning device's attributes, such as its operating system name, device brand, and type. Tracking cookies are also used to remember the scan. If the privacy consent setting is enabled, the person scanning the QR code or NFC tag will be prompted to allow what can be captured. A link to your privacy policy can also be included on the same consent page. Google Analytics UTM Settings All redirect URLs in the campaigns under a group can have Google Analytics UTM parameters dynamically appended to them. These UTM parameters can be updated at any time. Asset Settings If you're capturing defect reports for asset maintenance, you can choose which asset maintenance custom fields are displayed. You can, therefore, capture different defect reports based on the group they belong to. Note: the asset setting is only available for QR code and NFC campaigns. Setting up Campaign Groups Depending on the type of campaign, from either the GS1 Digital Links, QR code, or NFC campaigns table, go to the Options menu then choose the Manage Campaign Groups. On the new page, go to the tabs with the desired setting, then fill in and submit the form. Managing campaigns in a group Campaigns can be added to a group when creating the campaign itself. Alternatively, from the Manage Campaign Groups page, go to the group's Actions menu, then choose the Change Campaigns option. On the new page, select available campaigns on the left and move them to a group on the right. To remove a campaign from the group, simply reverse the process. Group Reports You can view aggregate reports for campaigns that belong to a group. These reports can be imported to Power BI or Looker Studio or simply exported to CSV files. ======================================== ARTICLE ID: 3002 TITLE: Recurring Activity Schedule URL: https://kb.ventipix.com/knowledge-base/recurring-activity-schedule/ PUBLISHED: 2024-02-25 23:11:38 ---------------------------------------- With the Recurring Activity Schedule, you can receive notifications in your Google Calendar or Outlook application. The notification includes the name of the activity, e.g. Maintenance, and a link to the assets or inventories that meet a specified frequency schedule. Setting up the schedule To set up the schedule, from the main tables go to Options > Recurring Activity Schedule. On the subsequent page, fill out the form by entering the name of the activity, e.g. Maintenance, the frequency it occurs, and then choose the date field that the app will use to determine the next schedule. As the app generates reports about the inventories or assets, you can choose what fields should be included in the reports. You can also specify what assets or inventories can be in the reports by choosing the groups they belong to. Integrating with Google Calendar or Outlook After submitting the form, you will be presented with a URL to import to your Google Calendar or Outlook application. These calendar applications will continuously check for updates from the URL that you've imported. You can generate multiple schedules for other activities and then import their URLs. When an occurrence frequency is met, a week in advance, the calendar will display the activity title and a link to the assets or inventories that satisfy the schedule conditions. ======================================== ARTICLE ID: 2978 TITLE: Aging Reports URL: https://kb.ventipix.com/knowledge-base/aging-reports/ PUBLISHED: 2024-02-09 08:08:41 ---------------------------------------- You can generate reports that show the calculated age of assets or inventories based on a determined date. The reports will be generated in CSV files that you can either download, or export to Google Sheets or Excel for constant live updates, or use with Power BI or Looker Studio for interactive visualization. The basic reports will include the barcode or NFC tag values, the name of the assets or inventories, and the age results. You can, however, select other custom fields to be included in the reports too. You can filter the data returned in the reports by specifying the age condition. Go to Options > Calculate Aging or Options > Aging Reports from the tables where the calculation reports feature is available. Generating Visualization Reports With Power BI On the reports page, choose the Power BI or Looker Studio option. In your Power BI application, go to Get Data > Web. Next, paste the copied URL in the dialog prompt then click on the OK button. Once Power BI has imported your data, you can generate the visualization reports you want. To refresh the imported data, in Power BI, in the Power Query Editor, click on the Refresh Preview. Note – if you see columns with the text “*hidden*” then permission to view the data is required by the user setting up the reports. With Looker Studio On the reports page, choose the Power BI or Looker Studio option. Open a new Google Sheets spreadsheet, then give it a name. After that, select cell A1 go to the fx section, paste the URL string that you copied then press ENTER on your keyboard. After a few seconds, your data will be shown on the spreadsheet. Note – if you see columns with the text “*hidden*” then permission to view the data is required by the user setting up the reports. Once that’s done, log in to your Looker Studio account. Click on the Blank Report template. From the “Add data to report” prompt, select Google Sheets. Follow authentication steps if prompted for them. You will then be presented with a list of spreadsheets. Select the one that you imported the data to. Once Looker Studio has imported your data, you can generate the visualization reports you want. Exporting Continuously Using Google Sheets On the reports page, choose the Export to Google Sheets or Excel option. In the pop-up modal that then appears, click on the Copy Google Sheets URL button. Open a new Google Sheets spreadsheet, then give it a name. After that, select cell A1 go to the fx section, then paste the URL string that you copied then press ENTER on your keyboard. After a few seconds, your data will be shown on the spreadsheet. Google Sheets will automatically refresh the data each time it detects a change. Using Excel On the reports page, choose the Export to Google Sheets or Excel option. In the pop-up modal that then appears, click on the Copy Excel URL button. In your Excel file, go to the Data tab then select From Web. After that, paste the URL you copied for Excel, click OK, and follow any prompts shown. In the dialog that appears, click on the Load button. Your data will then get imported into a workbook. To refresh the imported data, click on the refresh icon on the right-hand side pane. ======================================== ARTICLE ID: 2962 TITLE: Statistics URL: https://kb.ventipix.com/knowledge-base/statistics/ PUBLISHED: 2024-01-07 18:35:14 ---------------------------------------- You can use the statistical tool at the top of the tables to generate reports that analyze the data captured by the custom fields. Click on the dropdown arrow to expand the statistics reports section. After that, click on the three-line icon to choose a report to add under this section. Once the report is generated, you can click on its dropdown menu and view the calculations' results. Clicking on any results calculation will trigger a search on the table. The menu will also display the sum and average calculations for numeric values. From the graphical chart image, you can use the menu to export the reports as CSV. ======================================== ARTICLE ID: 2955 TITLE: Minimum And Maximum Values Calculations URL: https://kb.ventipix.com/knowledge-base/minimum-and-maximum-values-calculations/ PUBLISHED: 2023-12-28 08:20:39 ---------------------------------------- You can calculate the minimum and maximum values for similar records captured multiple times and also contain numeric values. The reports will be generated in CSV files that you can either download, or export to Google Sheets or Excel for constant live updates, or use with Power BI or Looker Studio for interactive visualization. The basic reports will include the barcode or NFC tag values, the name of the assets or inventories, the calculation results, and the date when the minimum or maximum value was captured. You can, however, select other custom fields to be included in the reports too. The calculation results can also be saved in other custom fields you specify. From the tables where the calculation reports feature is available, go to Options > Calculate Minimum or Maximum. Generating Visualization Reports With Power BI On the reports page, choose the Power BI or Looker Studio option. In your Power BI application, go to Get Data > Web. Next, paste the copied URL in the dialog prompt then click on the OK button. Once Power BI has imported your data, you can generate the visualization reports you want. To refresh the imported data, in Power BI, in the Power Query Editor, click on the Refresh Preview. Note – if you see columns with the text “*hidden*” then permission to view the data is required by the user setting up the reports. With Looker Studio On the reports page, choose the Power BI or Looker Studio option. Open a new Google Sheets spreadsheet, then give it a name. After that, select cell A1 go to the fx section, paste the URL string that you copied then press ENTER on your keyboard. After a few seconds, your data will be shown on the spreadsheet. Note – if you see columns with the text “*hidden*” then permission to view the data is required by the user setting up the reports. Once that’s done, log in to your Looker Studio account. Click on the Blank Report template. From the “Add data to report” prompt, select Google Sheets. Follow authentication steps if prompted for them. You will then be presented with a list of spreadsheets. Select the one that you imported the data to. Once Looker Studio has imported your data, you can generate the visualization reports you want. Exporting Continuously Using Google Sheets On the reports page, choose the Export to Google Sheets or Excel option. In the pop-up modal that then appears, click on the Copy Google Sheets URL button. Open a new Google Sheets spreadsheet, then give it a name. After that, select cell A1 go to the fx section, then paste the URL string that you copied then press ENTER on your keyboard. After a few seconds, your data will be shown on the spreadsheet. Google Sheets will automatically refresh the data each time it detects a change. Using Excel On the reports page, choose the Export to Google Sheets or Excel option. In the pop-up modal that then appears, click on the Copy Excel URL button. In your Excel file, go to the Data tab then select From Web. After that, paste the URL you copied for Excel, click OK, and follow any prompts shown. In the dialog that appears, click on the Load button. Your data will then get imported into a workbook. To refresh the imported data, click on the refresh icon on the right-hand side pane. ======================================== ARTICLE ID: 2952 TITLE: Sum And Average Values Calculations URL: https://kb.ventipix.com/knowledge-base/sum-and-average-calculations/ PUBLISHED: 2023-12-28 08:14:51 ---------------------------------------- You can calculate the sum and average values for similar records captured multiple times and also contain numeric values. The reports will be generated in CSV files that you can either download, or export to Google Sheets or Excel for constant live updates, or use with Power BI or Looker Studio for interactive visualization. The basic reports will include the barcode or NFC tag values, the name of the assets or inventories, and the calculation results. You can, however, select other custom fields to be included in the reports too. The calculation results can also be saved in other custom fields you specify. From the tables where the calculation reports feature is available, go to Options > Calculate Sum or Average. Generating Visualization Reports With Power BI On the reports page, choose the Power BI or Looker Studio option. In your Power BI application, go to Get Data > Web. Next, paste the copied URL in the dialog prompt then click on the OK button. Once Power BI has imported your data, you can generate the visualization reports you want. To refresh the imported data, in Power BI, in the Power Query Editor, click on the Refresh Preview. Note – if you see columns with the text “*hidden*” then permission to view the data is required by the user setting up the reports. With Looker Studio On the reports page, choose the Power BI or Looker Studio option. Open a new Google Sheets spreadsheet, then give it a name. After that, select cell A1 go to the fx section, paste the URL string that you copied then press ENTER on your keyboard. After a few seconds, your data will be shown on the spreadsheet. Note – if you see columns with the text “*hidden*” then permission to view the data is required by the user setting up the reports. Once that’s done, log in to your Looker Studio account. Click on the Blank Report template. From the “Add data to report” prompt, select Google Sheets. Follow authentication steps if prompted for them. You will then be presented with a list of spreadsheets. Select the one that you imported the data to. Once Looker Studio has imported your data, you can generate the visualization reports you want. Exporting Continuously Using Google Sheets On the reports page, choose the Export to Google Sheets or Excel option. In the pop-up modal that then appears, click on the Copy Google Sheets URL button. Open a new Google Sheets spreadsheet, then give it a name. After that, select cell A1 go to the fx section, then paste the URL string that you copied then press ENTER on your keyboard. After a few seconds, your data will be shown on the spreadsheet. Google Sheets will automatically refresh the data each time it detects a change. Using Excel On the reports page, choose the Export to Google Sheets or Excel option. In the pop-up modal that then appears, click on the Copy Excel URL button. In your Excel file, go to the Data tab then select From Web. After that, paste the URL you copied for Excel, click OK, and follow any prompts shown. In the dialog that appears, click on the Load button. Your data will then get imported into a workbook. To refresh the imported data, click on the refresh icon on the right-hand side pane. ======================================== ARTICLE ID: 2893 TITLE: Goods Received URL: https://kb.ventipix.com/knowledge-base/goods-received/ PUBLISHED: 2023-08-30 11:43:29 ---------------------------------------- You can add purchase order details for the purpose of tracking the items that are received and updating the inventory table. To do so, go to the Manage Deliveries > Goods Received page. On there, you can add purchase order details manually, or import them from QuickBooks. Once you have data on the table, you can then proceed to track the items received. ======================================== ARTICLE ID: 2880 TITLE: Working With Looker Studio URL: https://kb.ventipix.com/knowledge-base/working-with-looker-studio/ PUBLISHED: 2023-08-30 10:08:52 ---------------------------------------- You can use Google's Looker Studio to generate interactive visualization reports on demand. The app will generate the data for you to import into your Looker Studio account based on your data capture custom fields, and optionally, a time duration. Detailed setup instructions are here for assets, inventory, deliveries, and work-in-progress. ======================================== ARTICLE ID: 2873 TITLE: Working With Power BI URL: https://kb.ventipix.com/knowledge-base/working-with-power-bi/ PUBLISHED: 2023-08-30 09:48:52 ---------------------------------------- You can use Power BI to generate interactive visualization reports on demand. The app will generate the data for you to import into your Power BI application based on your data capture custom fields, and optionally, a time duration. Detailed setup instructions are here for assets, inventory, deliveries, and work-in-progress. ======================================== ARTICLE ID: 2860 TITLE: Google Chat Notifications URL: https://kb.ventipix.com/knowledge-base/google-chat-notifications/ PUBLISHED: 2023-08-28 16:44:20 ---------------------------------------- You can receive chat message notifications in Spaces in your Google Chat account. These messages can either be sent automatically whenever a condition about a record set in your account is met, or manually by selecting specific items and then composing a message to go along with them. You can use this integration to receive notifications, for example, when an inventory is running low, or to alert other team members, for example, for an asset that has been taken down for maintenance, etc. Note – this integration can neither read nor reply to chat messages. Setting Up Google Chat Notification In your Google Chat, account: Open the Space to which you want to add a notification. Next to the Space title, click the expand more arrow, and then click Apps & integrations. Click add Add webhooks. In the Name field, enter Ventipix Asset & Inventory Manager. In the Avatar URL field, enter https://ai.ventipix.com/images/meta/meta-logo.png. Click Save. Copy the webhook URL, by clicking the More button. Back to your Ventipix Asset & Inventory Manager account, go to the Apps page, i.e. Apps > Google Chat. Click on the Settings button. On the sheet on the new page, enter a title, e.g. the name of the chat space, then paste the URL that you copied. After that, click on the Submit button to save the changes. You can repeat the same steps above to set up more notifications for other spaces. Posting Notification Messages Automatically You can set up the app to automatically post messages whenever a new activity occurs or when a specific condition is met. From the Notifications page, go to Actions > Chat Notifications > Google Chat. Notification Types Two types of notifications can be set up. The messages received with this notification will include the data capture attributes of the record, the name of the notification, and a URL to view the record’s history. New Activity Notifications With new activity notifications, chat messages will be posted whenever a new activity occurs, for example, when a new asset is added to maintenance. To set it up, choose New Activity under the Notification Type dropdown. After that, choose the service, for example, asset maintenance, asset reservation, etc., then check the Enable Notification checkbox. After that, choose the space that should receive the messages. Conditional Notifications With conditional notifications, chat messages will be posted whenever a condition that you define is met. For example, you can have a message sent whenever an inventory quantity falls below a defined threshold. To set it up, choose Conditional under the Notification Type dropdown. Under the Services dropdown, choose the service you want to set the notifications for. The custom fields that belong to the chosen service will then be displayed. Find the field you want to set up a notification for, then select a condition that should be met. There are many condition options to choose from such as less than, greater than, equal to, contains, etc. On the next field, indicate the value that should be met. You can choose an existing custom field, or type your values then press Enter on your keyboard. Multiple values are accepted. Finally, choose the Google Chat space that should receive the messages. For example, if you want to be notified about low inventory, and you have a custom field that records the quantity (e.g. Quantity), and another that records the minimum level (e.g. Re-order Point), then you would set up the notification like so. Find the custom field named Quantity. Under the conditions section, choose Less Than. In the subsequent section, choose the custom field Re-order point. Check the Enable Notification checkbox. Choose the Google Chat space that should receive the messages. Posting Notification Messages Manually From the web app You can post messages on a Google Chat space about specific records. This feature can be used to notify others about matters that are related to the specific records. From the data tables, in your account, click on the Post To Chat button at the top of the tables. On the new page, select the space that should receive the message, then type your message and submit it. The message received will include a link to download a spreadsheet with data about the related items. From the smartphone app The ability to post messages is also available on the smartphone app. You can scan multiple barcodes or NFC tags, and then compose and post a message related to them. From the Services page, go to Chat Messaging > Google Chat. On the new page, select a service related to the barcodes or NFC tags you want to scan. After that, select the space that should receive the message, then type your message and post it. As with the web app, the message received will include a link to download a spreadsheet with data about the items you scanned and the service you selected. Modifying the notification From the Notifications page, go to the Notifications table. Find the notification you want to modify. Under the Actions column, go to Edit. To pause the notification, change its status to Inactive. ======================================== ARTICLE ID: 2831 TITLE: Microsoft Teams Notifications URL: https://kb.ventipix.com/knowledge-base/microsoft-teams-notifications/ PUBLISHED: 2023-08-28 16:01:16 ---------------------------------------- You can receive chat message notifications in a Teams Channel in your Microsoft Teams app. These messages can either be sent automatically whenever a condition about a record set in your account is met, or manually by selecting specific items and then composing a message to go along with them. You can use this integration to receive notifications, for example, when an inventory is running low, or to alert other team members, for example, for an asset that has been taken down for maintenance, etc. Note: this integration cannot read or reply to chat messages. Setting Up Microsoft Teams Notification Follow the steps outlined here. At the end of the steps, you will need to copy the webhook URL to make POST requests to. Back to your Ventipix Asset & Inventory Manager account, go to the Apps page, i.e., Apps > Microsoft Teams. Click on the Settings button. On the sheet on the new page, enter a title, e.g., the name of the Teams channel, then paste the URL that you copied. After that, click on the Submit button to save the changes. You can repeat the same steps above to set up more notifications for other Teams channels. Posting Notification Messages Automatically You can set up the app to automatically post messages whenever a new activity occurs or when a specific condition is met. From the Notifications page, go to Actions > Chat Notifications > Microsoft Teams. Notification Types Two types of notifications can be set up. The messages received with this notification will include the record's data capture attributes, the notification name, and a URL to view the record's history. New Activity Notifications With new activity notifications, chat messages will be posted whenever a new activity occurs, for example, when a new asset is added to maintenance. To set it up, choose New Activity under the Notification Type dropdown. After that, choose the service, for example, asset maintenance, asset reservation, etc., then check the Enable Notification checkbox. After that, choose the Teams channel that should receive the messages. Conditional Notifications With conditional notifications, chat messages will be posted whenever a condition that you define is met. For example, you can have a message sent whenever an inventory quantity falls below a defined threshold. To set it up, choose Conditional under the Notification Type dropdown. Under the Services dropdown, choose the service you want to set the notifications for. The custom fields that belong to the chosen service will then be displayed. Find the field you want to set up a notification for, then select a condition that should be met. There are many condition options to choose from, such as less than, greater than, equal to, contains, etc. On the next field, indicate the value that should be met. You can choose an existing custom field or type your values, then press Enter on your keyboard. Multiple values are accepted. Finally, choose the Teams channel that should receive the messages. For example, if you want to be notified about low inventory, and you have a custom field that records the quantity (e.g., Quantity), and another that records the minimum level (e.g., Re-order Point), then you would set up the notification like so. Find the custom field named Quantity. Under the conditions section, choose Less Than. In the subsequent section, choose the custom field Re-order point. Check the Enable Notification checkbox. Choose the Teams Channel that should receive the messages. Posting Notification Messages Manually From the web app You can post messages on a Teams channel about specific records. This feature can be used to notify others about matters that are related to the specific records. From the data tables in your account, click on the Post To Chat button at the top of the tables. On the new page, select the channel that should receive the message, then type your message and submit it. The message received will include a link to download a spreadsheet with data about the related items. From the smartphone app The ability to post messages is also available on the smartphone app. You can scan multiple barcodes or NFC tags, and then compose and post a message related to them. From the Services page, go to Chat Messaging > Microsoft Teams. On the new page, select a service related to the barcodes or NFC tags you want to scan. After that, select the channel that should receive the message, then type your message and post it. As with the web app, the message received will include a link to download a spreadsheet with data about the items you scanned and the service you selected. Modifying the notification From the Notifications page, go to the Notifications table. Find the notification you want to modify. Under the Actions column, go to Edit. To pause the notification, change its status to Inactive. ======================================== ARTICLE ID: 2817 TITLE: Inventory Overstock Notification URL: https://kb.ventipix.com/knowledge-base/inventory-overstock-notification/ PUBLISHED: 2023-07-24 08:47:58 ---------------------------------------- Overview This notification type can be used for sending email alerts whenever a quantity, weight, etc, of an inventory, rises above a defined limit. Setting up the notification To set it up, go to the Manage Inventory table > Options > Notifications. On the Notifications page, under the Actions menu, choose Email Notifications, then For Inventories. In the popup modal, choose the Overstock option, then click the Continue button. On the new page, choose who should receive the email notifications. You can choose your team members. You can enter the email addresses, under the “The following email addresses” section, if the recipients are the same for all the inventories. If the recipients are different for specific inventories, then you need to have their emails recorded on the inventory’s record. To do so, you need a Data Capture field with the Answer Type set to either “Email”, “Select” or “Hidden”. For “Select” or “Hidden” Answer Types, specify the email address in the Options section of the Data Capture settings. “Hidden” Answer Type, can only have one email address, whereas “Select” can have multiple emails defined, but only one will be chosen when filling out the forms. Choose the data capture field where the quantity limits are recorded. Choose the condition that should trigger the alert. For example, when the quantity is more than the threshold. More Than condition means - a notification will be sent each time the Quantity exceeds the Threshold. More Than Once condition means - a notification will be sent, only once when the Quantity is more than the Threshold. Equal To condition means - a notification will be sent each time the Quantity is equal to the Threshold. Choose the data capture field where the current quantity levels are recorded. Compose the message. Use the placeholders if necessary. If the recipients of the emails are also users of the app, you can have the app create to-do tasks automatically whenever the emails are issued. Modifying the notification From the Notifications page, go to the Notifications table. Find the notification you want to modify. Under the Actions column, go to Edit. To pause the notification, change its status to Inactive. Push Notifications If you have enabled Push Notifications, you can receive alerts on the desktop or mobile devices simply by setting up a conditional alert that compares, for example, a Quantity field and a Re-order field. Webhooks If you have set up webhooks, just like with Push notifications, you can be notified when one field you are comparing is greater than another. As with this notification type, the data is sent to your server, you can then have the server do other things such as notify other platforms, place orders, etc. ======================================== ARTICLE ID: 2788 TITLE: Work-in-progress reports with Looker Studio URL: https://kb.ventipix.com/knowledge-base/work-in-progress-reports-with-looker-studio/ PUBLISHED: 2023-06-18 09:38:22 ---------------------------------------- Generating work-in-progress reports for Looker Studio To generate work-in-progress report data to use with your Looker Studio (Google Data Studio) account, go to Reports / Google > Google Data Studio > Work-in-progress Reports. On the new page, you will be presented with a reports setup menu. In that reports setup section, choose specific custom fields that you would like to be part of the generated reports. Alternatively, you can leave the field blank to export all the custom fields available. Under the Other Record Fields, you can specify what other related data fields to export such as date and time. Under the Time Span section, choose a period range for the reports. The default is a month. To export everything, select None. Click on the Generate Report button. In the pop-up that then appears, click on the Copy Looker Studio URL. Note - the copied URL should not be shared publicly. Importing work-in-progress reports data in Looker Studio Open a new Google Sheets spreadsheet, then give it a name. After that, select cell A1 then go to the fx section, then paste the URL string that you copied then press ENTER on your keyboard. After a few seconds, your data will be shown on the spreadsheet. Note - if you see columns with the text "*hidden*" then permission to view the data is required by the user who is setting up the reports. Once that's done, log in to your Looker Studio account. Click on the Blank Report template. From the "Add data to report" prompt, select Google Sheets. Follow authentication steps if prompted for them. You will then be presented with a list of spreadsheets. Select the one that you imported the data to. Once Looker Studio has imported your data, you can then generate the reports that you want. The URL that you copied will always generate current data based on the time span that you defined and the custom fields that were specified. Google Sheets will continue refreshing the data on its own. Also, note, that Google Sheets does not allow imported data to be manually edited in the sheets. Work-in-progress reports available to use with Looker Studio Work-in-progress Reports These reports will show a summary of the work-in-progress data and their most recent statuses. Work-in-progress Update Status Reports These reports will show the status of all the work-in-progress updates made within a specific time span. ======================================== ARTICLE ID: 2772 TITLE: Work-in-progress Reports with Power BI URL: https://kb.ventipix.com/knowledge-base/work-in-progress-reports-with-power-bi/ PUBLISHED: 2023-06-18 09:37:56 ---------------------------------------- Generating work-in-progress reports for Power BI To generate work-in-progress report data to use with your Microsoft Power BI application, go to Reports / Power BI > Power BI > Work-in-progress Reports. On the new page, you will be presented with a reports setup menu. In that reports setup section, choose specific custom fields that you would like to be part of the generated reports. Alternatively, you can leave the field blank to export all the custom fields available. Under the Other Record Fields, you can specify what other related data fields to export such as date and time. Under the Time Span section, choose a period range for the reports. The default is a month. To export everything, select None. Click on the Generate Report button. In the pop-up that then appears, click on the Copy Power BI URL. Note - the copied URL should not be shared publicly. Importing work-in-progress reports data in Power BI In your Power BI application, go to Get Data > Web. Next, paste the copied URL in the dialog prompt then click on the OK button. Once Power BI has imported your data, you can then generate the reports that you want. The URL that you copied will always generate current data based on the time span that you defined and the custom fields that were specified. To refresh the imported data, in Power BI, in the Power Query Editor, click on the Refresh Preview. Note - if you see columns with the text "*hidden*" then permission to view the data is required by the user who is setting up the reports. Work-in-progress reports available to use with Power BI Work-in-progress Reports These reports will show a summary of the work-in-progress data and their most recent statuses. Work-in-progress Update Status Reports These reports will show the status of all the work-in-progress updates made within a specific time span. ======================================== ARTICLE ID: 2785 TITLE: Delivery reports with Looker Studio URL: https://kb.ventipix.com/knowledge-base/delivery-reports-with-looker-studio/ PUBLISHED: 2023-06-18 09:37:23 ---------------------------------------- Generating delivery reports for Looker Studio To generate delivery report data to use with your Looker Studio (Google Data Studio) account, go to Reports / Google > Google Data Studio > Delivery Reports. On the new page, you will be presented with a reports setup menu. In that reports setup section, choose specific custom fields that you would like to be part of the generated reports. Alternatively, you can leave the field blank to export all the custom fields available. Under the Other Record Fields, you can specify what other related data fields to export such as date and time. Under the Time Span section, choose a period range for the reports. The default is a month. To export everything, select None. Click on the Generate Report button. In the pop-up that then appears, click on the Copy Looker Studio URL. Note - the copied URL should not be shared publicly. Importing delivery reports data in Looker Studio Open a new Google Sheets spreadsheet, then give it a name. After that, select cell A1 then go to the fx section, then paste the URL string that you copied then press ENTER on your keyboard. After a few seconds, your data will be shown on the spreadsheet. Note - if you see columns with the text "*hidden*" then permission to view the data is required by the user who is setting up the reports. Once that's done, log in to your Looker Studio account. Click on the Blank Report template. From the "Add data to report" prompt, select Google Sheets. Follow authentication steps if prompted for them. You will then be presented with a list of spreadsheets. Select the one that you imported the data to. Once Looker Studio has imported your data, you can then generate the reports that you want. The URL that you copied will always generate current data based on the time span that you defined and the custom fields that were specified. Google Sheets will continue refreshing the data on its own. Also, note, that Google Sheets does not allow imported data to be manually edited in the sheets. Delivery reports available to use with Looker Studio Goods Dispatched Reports These reports will show a summary of the delivery data and their most recent statuses. Delivery Status Reports These reports will show the status of all the deliveries made within a specific time span. ======================================== ARTICLE ID: 2767 TITLE: Delivery Reports With Power BI URL: https://kb.ventipix.com/knowledge-base/delivery-reports-with-power-bi/ PUBLISHED: 2023-06-18 09:36:48 ---------------------------------------- Generating delivery reports for Power BI To generate delivery (goods dispatched) report data to use with your Microsoft Power BI application, go to Reports / Power BI > Power BI > Delivery Reports. On the new page, you will be presented with a reports setup menu. In that reports setup section, choose specific custom fields that you would like to be part of the generated reports. Alternatively, you can leave the field blank to export all the custom fields available. Under the Other Record Fields, you can specify what other related data fields to export such as date and time. Under the Time Span section, choose a period range for the reports. The default is a month. To export everything, select None. Click on the Generate Report button. In the pop-up that then appears, click on the Copy Power BI URL. Note - the copied URL should not be shared publicly. Importing delivery reports data in Power BI In your Power BI application, go to Get Data > Web. Next, paste the copied URL in the dialog prompt then click on the OK button. Once Power BI has imported your data, you can then generate the reports that you want. The URL that you copied will always generate current data based on the time span that you defined and the custom fields that were specified. To refresh the imported data, in Power BI, in the Power Query Editor, click on the Refresh Preview. Note - if you see columns with the text "*hidden*" then permission to view the data is required by the user who is setting up the reports. Delivery reports available to use with Power BI Goods Dispatched Reports These reports will show a summary of the delivery data and their most recent statuses. Delivery Status Reports These reports will show the status of all the deliveries made within a specific time span. ======================================== ARTICLE ID: 2779 TITLE: Inventory reports with Looker Studio URL: https://kb.ventipix.com/knowledge-base/inventory-reports-with-looker-studio/ PUBLISHED: 2023-06-18 09:35:24 ---------------------------------------- Generating inventory reports for Looker Studio To generate inventory report data to use with your Looker Studio (Google Data Studio) account, go to Reports / Google > Google Data Studio > Inventory Reports. On the new page, you will be presented with a reports setup menu. Depending on the report that you are setting up, you will need to choose which custom field holds a quantifiable attribute, e.g. Quantity. You can then choose specific custom fields that you would like to be part of the generated reports. Alternatively, you can leave the field blank to export all the custom fields available. Under the Other Record Fields, you can specify what other related data fields to export such as date and time. Under the Time Span section, choose a period range for the reports. The default is a month. To export everything, select None. Click on the Generate Report button. In the pop-up that then appears, click on the Copy Looker Studio URL. Note - the copied URL should not be shared publicly. Importing inventory reports data in Looker Studio Open a new Google Sheets spreadsheet, then give it a name. After that, select cell A1 then go to the fx section, then paste the URL string that you copied then press ENTER on your keyboard. After a few seconds, your data will be shown on the spreadsheet. Note - if you see columns with the text "*hidden*" then permission to view the data is required by the user who is setting up the reports. Once that's done, log in to your Looker Studio account. Click on the Blank Report template. From the "Add data to report" prompt, select Google Sheets. Follow authentication steps if prompted for them. You will then be presented with a list of spreadsheets. Select the one that you imported the data to. Once Looker Studio has imported your data, you can then generate the reports that you want. The URL that you copied will always generate current data based on the time span that you defined and the custom fields that were specified. Google Sheets will continue refreshing the data on its own. Also, note, that Google Sheets does not allow imported data to be manually edited in the sheets. Inventory reports available to use with Looker Studio Inventory Adjustment Reports These reports will show either inventory deductions or inventory increments made on any quantifiable field in a given time span. Stock Level Reports These reports will show the current stock levels from each inventory location. Inventory Summary Reports These reports will show a summary of the current stock levels and a total of the inventory adjustments made. ======================================== ARTICLE ID: 2759 TITLE: Inventory Reports With Power BI URL: https://kb.ventipix.com/knowledge-base/inventory-reports-with-power-bi/ PUBLISHED: 2023-06-18 09:34:59 ---------------------------------------- Generating inventory reports for Power BI To generate inventory report data to use with your Microsoft Power BI application, go to Reports / Power BI > Power BI > Inventory Reports. On the new page, you will be presented with a reports setup menu. Depending on the report that you are setting up, you will need to choose which custom field holds a quantifiable attribute, e.g. Quantity. You can then choose specific custom fields that you would like to be part of the generated reports. Alternatively, you can leave the field blank to export all the custom fields available. Under the Other Record Fields, you can specify what other related data fields to export such as date and time. Under the Time Span section, choose a period range for the reports. The default is a month. To export everything, select None. Click on the Generate Report button. In the pop-up that then appears, click on the Copy Power BI URL. Note - the copied URL should not be shared publicly. Importing inventory reports data in Power BI In your Power BI application, go to Get Data > Web. Next, paste the copied URL in the dialog prompt then click on the OK button. Once Power BI has imported your data, you can then generate the reports that you want. The URL that you copied will always generate current data based on the time span that you defined and the custom fields that were specified. To refresh the imported data, in Power BI, in the Power Query Editor, click on the Refresh Preview. Note - if you see columns with the text "*hidden*" then permission to view the data is required by the user who is setting up the reports. Inventory reports available to use with Power BI Inventory Adjustment Reports These reports will show either inventory deductions or inventory increments made on any quantifiable field in a given time span. Stock Level Reports These reports will show the current stock levels from each inventory location. Inventory Summary Reports These reports will show a summary of the current stock levels and a total of the inventory adjustments made. ======================================== ARTICLE ID: 2740 TITLE: Asset reports with Looker Studio URL: https://kb.ventipix.com/knowledge-base/asset-reports-with-looker-studio/ PUBLISHED: 2023-06-18 09:33:29 ---------------------------------------- Generating asset reports for Looker Studio To generate asset report data to use with your Looker Studio (Google Data Studio) account, go to Reports / Google > Google Data Studio > Asset Reports. On the new page, you will be presented with a reports setup menu. In that reports setup section, choose specific custom fields that you would like to be part of the generated reports. Alternatively, you can leave the field blank to export all the custom fields available. Under the Other Record Fields, you can specify what other related data fields to export such as date and time. Under the Time Span section, choose a period range for the reports. The default is a month. To export everything, select None. Click on the Generate Report button. In the pop-up that then appears, click on the Copy Looker Studio URL. Note - the copied URL should not be shared publicly. Importing asset reports data in Looker Studio Open a new Google Sheets spreadsheet, then give it a name. After that, select cell A1 then go to the fx section, then paste the URL string that you copied then press ENTER on your keyboard. After a few seconds, your data will be shown on the spreadsheet. Note - if you see columns with the text "*hidden*" then permission to view the data is required by the user who is setting up the reports. Once that's done, log in to your Looker Studio account. Click on the Blank Report template. From the "Add data to report" prompt, select Google Sheets. Follow authentication steps if prompted for them. You will then be presented with a list of spreadsheets. Select the one that you imported the data to. Once Looker Studio has imported your data, you can then generate the reports that you want. The URL that you copied will always generate current data based on the time span that you defined and the custom fields that were specified. Google Sheets will continue refreshing the data on its own. Also, note, that Google Sheets does not allow imported data to be manually edited in the sheets. Asset reports available to use with Looker Studio Tagged Asset Reports These reports will show data on all the active assets that you have registered in your account. Asset Activity Reports These are specific reports for each of the asset services. They include asset check-ins, checkout, maintenance, reservations, and auditing. The reports will mainly show data, specific to the service that it has been set up for, and will be based on the time span that was indicated. Custom fields from the tagged assets can also be fetched and associated with the reports. ======================================== ARTICLE ID: 2726 TITLE: Asset Reports With Power BI URL: https://kb.ventipix.com/knowledge-base/asset-reports-with-power-bi/ PUBLISHED: 2023-06-18 09:31:48 ---------------------------------------- Generating asset reports for Power BI To generate asset report data to use with your Microsoft Power BI application, go to Reports / Power BI > Power BI > Asset Reports. On the new page, you will be presented with a reports setup menu. In that reports setup section, choose specific custom fields that you would like to be part of the generated reports. Alternatively, you can leave the field blank to export all the custom fields available. Under the Other Record Fields, you can specify what other related data fields to export such as date and time. Under the Time Span section, choose a period range for the reports. The default is a month. To export everything, select None. Click on the Generate Report button. In the pop-up that then appears, click on the Copy Power BI URL. Note - the copied URL should not be shared publicly. Importing asset reports data in Power BI In your Power BI application, go to Get Data > Web. Next, paste the copied URL in the dialog prompt then click on the OK button. Once Power BI has imported your data, you can then generate the reports that you want. The URL that you copied will always generate current data based on the time span that you defined and the custom fields that were specified. To refresh the imported data, in Power BI, in the Power Query Editor, click on the Refresh Preview. Note - if you see columns with the text "*hidden*" then permission to view the data is required by the user who is setting up the reports. Asset reports available to use with Power BI Tagged Asset Reports These reports will show data on all the active assets that you have registered in your account. Asset Activity Reports These are specific reports for each of the asset services. They include asset check-ins, checkout, maintenance, reservations, and auditing. The reports will mainly show data, specific to the service that it has been set up for, and will be based on the time span that was indicated. Custom fields from the tagged assets can also be fetched and associated with the reports. ======================================== ARTICLE ID: 2715 TITLE: Delivery Preferences URL: https://kb.ventipix.com/knowledge-base/delivery-preferences/ PUBLISHED: 2023-05-11 12:46:33 ---------------------------------------- Syncing Delivery Status Custom Fields You can have the Data Capture answers from the Delivery Status synced with the same on the main Goods Dispatched fields. For example, if you have a field named “Condition” in the Delivery Status service, and the same field “Condition” in the Goods Dispatched, you can set up syncing such that when the Delivery Status > Condition field is updated, the Goods Dispatched one, gets updated too. From the Manage Deliveries > Goods Dispatched table go to Options > Preferences. For this syncing to work, both services need to have identically named Data Capture fields. Examples Goods Dispatched – Condition on row#6 Delivery Status – Condition or row#5 Syncing setup for Delivery Status ======================================== ARTICLE ID: 2709 TITLE: Work-in-progress Preference URL: https://kb.ventipix.com/knowledge-base/work-in-progress-preference/ PUBLISHED: 2023-05-11 12:21:04 ---------------------------------------- Syncing Work-in-progress Status Custom Fields You can have the Data Capture answers from the WIP Status synced with the same on the main work-in-progress fields. For example, if you have a field named “Condition” in the Work-in-progress update service, and the same field “Condition” in the Work-in-progress setup, you can set up syncing such that when the Work-in-progress update > Condition field is updated, the Work-in-progress’s one, gets updated too. From the Manage Work In Progress table go to Options > Preferences. For this syncing to work, both services need to have identically named Data Capture fields. Examples Work-in-progress setup – Condition on row#6 Work-in-progress update – Condition or row#4 Syncing setup for Work-in-progress Status ======================================== ARTICLE ID: 2696 TITLE: How to populate fields from composite scans URL: https://kb.ventipix.com/knowledge-base/how-to-populate-fields-from-composite-scans/ PUBLISHED: 2023-04-28 12:35:40 ---------------------------------------- With the composite scan feature, you can set up the app in a way that the combined values get populated into designated fields too. Enabling Composite Scans With the composite scanning feature enabled, you need to scan two barcodes or NFC tags in sequence for the app to combine their values as one. Note - whilst there are other custom fields that support composite scanning, the information in this article is for the one that also allows designated fields to be populated automatically. To enable this type of composite scanning, from the smartphone app, swipe left > Settings then scroll to the Barcodes & NFC section. Tap on Enable Composite Scans. To enable it from the web app, go to the Smartphone App & Users page. On the table, go to Options > Smartphone Settings. On the new page, go to the Barcodes & NFC section, then enable the composite scanning. Once enabled, the main barcode and NFC scanning field at the top of the data capture forms is what you will need to use. Populating Designated Fields Automatically To populate other fields with the results of the composite scans, you need to first designate what those fields are. In the data capture fields where this composite scanning feature will be used, create two fields with the Answer Type set to Hidden. In the Options section, enter any value, e.g. the name of the field itself. Once those two fields are set up, depending on the service that you are using, go to the Preferences option from the Options menu. For example from the Tagged Assets table, go to Options > Preferences. In the page that follows, scroll to the relevant service section. In the field named, "For composite scans, split the values to", choose two fields where the values should go to. The order of the selected fields matters. Once these settings are saved, the next time you use the composite scan feature, the combined values will also be applied to the fields that you designated. ======================================== ARTICLE ID: 2680 TITLE: Tracking Time Taken To Complete Tasks URL: https://kb.ventipix.com/knowledge-base/tracking-time-taken-to-complete-tasks/ PUBLISHED: 2023-04-28 11:36:47 ---------------------------------------- Benefits With the Ventipix Asset & Inventory Manager platform, you can track the time taken to complete tasks as it moves from one phase to another. The work-in-progress feature can be adapted for this purpose as it enables you to update the statuses whenever they occur. Getting Started What you will need Barcodes or NFC tags You will need to scan barcodes or NFC tags when updating the status of a task. The values for the barcode or NFC tag should uniquely identify a task. If you don’t have any barcodes or NFC tags, you can generate and print barcodes, or program the NFC tags. Note: if you plan to scan barcodes with our iOS or Android app, ensure they are in a supported format. with NFC tags, you can either use its serial ID or program it with your own unique values. The Smartphone App Download the iOS or Android app that will help you to scan barcodes, QR Codes, or NFC tags and update the status of the WIP. You will need to create user accounts for those who should use the smartphone app, and also grant permissions to relevant sections or features of the app. Note - although the smartphone app is recommended, you can use a webcam or Bluetooth/USB scanners to scan barcodes. Using the work-in-progress (WIP) management features WIP Records The first step is to add records about the work in progress. Details can include attributes such as the task's name, date, etc. These attributes are customizable, so you can capture any attribute you want. There are several ways to add WIP records to your account. They include filling in a form, CSV import, or via automation using Zapier or Microsoft Power Automate. The quickest way to start is by importing the WIP records from a CSV spreadsheet. WIP Status As the task moves from one phase to another, use the WIP Status feature to update the time. Customizable data can be captured during the update. You can use a custom field to capture the time and the person who completed it or use the app's own timestamp and logged-in user details. What next? As you update the WIP statuses, the WIP section of the platform will show a current up-to-date overview of all the WIP records and their statuses. You can change how the data gets formatted and presented on the table or what gets displayed on it, search for records, export them, format them, sync with other platforms e.g. Google Sheets or Microsoft Excel, and generate custom reports. If you're part of a team, you can add other team members as sub-users and assign them permission to access certain features. ======================================== ARTICLE ID: 2651 TITLE: Work-in-progress Notifications URL: https://kb.ventipix.com/knowledge-base/work-in-progress-notifications/ PUBLISHED: 2023-03-18 06:54:18 ---------------------------------------- Overview This notification type can be used for sending email alerts when the status of a work-in-progress you are monitoring has changed. Setting up the notification To set this notification up or to modify it, go to the Manage Work In Progress table > Options > Notifications. On the Notifications page, under the Actions menu, choose Email Notifications, then For Work-in-progress. In the popup modal, choose the Status Change option, then click the Continue button. On the next page, choose the Trigger Status. Multiple statuses can be chosen, and the app will trigger an email for each of them. To change what options are available under the Trigger Status, go to the Data Capture page, and select, Work In Progress Update. Set the first row like so: Back on the Notifications page, choose who should receive the email notifications. You can choose team members. You can enter the email addresses, under the “The following email addresses” section, if the recipients are the same for all the WIP records. If the recipients are different for specific WIP records, then you need to have their emails recorded on the WIP’s record. To do so, you need a Data Capture field with the Answer Type set to either “Email”, “Select” or “Hidden”. For “Select” or “Hidden” Answer Types, specify the email address in the Options section of the Data Capture settings. The “Hidden” Answer Type, can only have one email address, whereas the “Select” can have multiple emails defined, but only one will be chosen when filling out the forms. Compose the message. Use the placeholders if necessary. If the recipients of the emails are also users of the app, you can have the app create to-do tasks automatically whenever the emails are issued. Modifying the notification From the Notifications page, go to the Notifications table. Find the notification you want to modify. Under the Actions column, go to Edit. To pause the notification, change its status to Inactive. ======================================== ARTICLE ID: 913 TITLE: Inventory Threshold Alerts With Zapier URL: https://kb.ventipix.com/knowledge-base/inventory-threshold-alerts-with-zapier/ PUBLISHED: 2023-02-01 18:09:00 ---------------------------------------- Overview This Zapier integration for inventory threshold alerts enables you to receive Zapier triggers that can be used to automate actions such as placing purchase orders, sending emails, or performing any other action supported with other Zapier integrated apps. The triggers occur when a data capture field e.g quantity falls below a defined level. Setting up the Zap trigger To set it up, in your Zap editor, select the "Threshold Alert in Ventipix Asset & Inventory Manager". After that choose the account to authenticate with, then click on Continue. On the next step, choose the custom fields you're using. Under the Stock Level field, choose the field you want to monitor when their amount decrements. For example, Quantity. Under the Reorder Level field, choose the field that's used to indicate what the minimum level should be. Continue to the Find Data step. On there click on the Test & Review button. Zapier will attempt to retrieve sample data from your account that matches the trigger conditions. You may, therefore, need to set up sample data within your account, if nothing was found. The sample data must meet the condition for the trigger, i.e you would need to deduct an inventory's quantity, weight, etc, below the re-order level. If Zapier finds data, you will be presented with samples to choose from. Setting up a Zap action At this point, you would have reached the end of the trigger setup. You now need to set up an Action i.e what should happen when the zap is triggered. The action can be anything useful that you want. In this guide, we'll set up an action that automatically creates a new purchase order in QuickBooks. Click on the (+) button to add an action. Search and choose QuickBooks Online. Thereafter, choose Create Purchase Order as the Event Action. Click on Continue, then choose the QuickBooks account to authenticate with. On the Customize Purchase Order step, choose and enter the relevant details. On the fields where you want to use data generated from the trigger, click on the buttons like the one shown below. For example, under the Product Description section of the purchase order, this zap can be set up to use the name of the product that triggered the zap. The same steps can be repeated for other relevant fields. Once the customization is complete, continue to the next step to test the zap. After the test is successful, you can turn the zaps on or create further actions that meet your needs. ======================================== ARTICLE ID: 2625 TITLE: Stock Level Reports URL: https://kb.ventipix.com/knowledge-base/stock-level-reports/ PUBLISHED: 2023-01-26 15:57:32 ---------------------------------------- You can generate reports that include the current stock levels for either an inventory location or an inventory identifier. To generate the reports, go to Reports > Inventory Reports. From the navigation menu, go to the Stock Level Reports. On the new page, fill out the form by selecting the inventories, or the inventory locations, or a combination of both. Under the Stock Level Field, choose a numeric custom field, e.g quantity. Under the Fields To Export choose the custom fields, you want to be included with the results. Once you submit the form, the results will be displayed on a table under the Stock Level Results field. From the Options menu, click on Export to download the results as CSV. ======================================== ARTICLE ID: 2608 TITLE: Tracking Bespoke Made-to-order Products URL: https://kb.ventipix.com/knowledge-base/tracking-bespoke-made-to-order-products/ PUBLISHED: 2023-01-19 17:40:55 ---------------------------------------- Benefits Ventipix Asset & Inventory Manager platform can enable businesses that make bespoke products to track many aspects of product development from beginning to completion. As all the services on the platform make use of custom fields, so you can modify them in a manner that captures data that's relevant to your needs. Suggested services to use When building a durable product, e.g a server. When building a durable product, you can use the Work In Progress (WIP) service to record the order details and, if necessary, phases required to build the product. You can then use the inventory service to record purchased components that make up the product, then use the inventory reduction service to deduct what has been used to make the product. Inventory reduction can even be simplified when using inventory bundles as it supports stock-level deductions of various inventory items in varying quantities. Once the product is ready, you can use the asset tagging service to record it as an asset. When it's finally shipped to the customer, use the asset checkout, to capture where it was sent. If returned, use the asset check-in feature to record it as such. When building a perishable product, e.g a flower bouquet. When building a perishable product, you can use the Work In Progress (WIP) service to record the order details and, if necessary, phases required to build the product. You can then use the inventory service to record purchased items that make up the product, then use the inventory reduction service to deduct what has been used to make the product. Inventory reduction can even be simplified when using inventory bundles as it supports stock-level deductions of various inventory items in varying quantities. Once the product is ready, you can use the goods dispatched service to trace its shipment to the customer. If returned, the same goods dispatched service can be used to update the status accordingly, and reverse the inventory adjustment that was made. ======================================== ARTICLE ID: 2603 TITLE: Leveraging GS1 Standards URL: https://kb.ventipix.com/knowledge-base/leveraging-gs1-standards/ PUBLISHED: 2023-01-19 16:15:46 ---------------------------------------- Benefits GS1’s standards allow for key identifiers (Application Identifiers) such as product, shipment, location, etc, and key attributes such as serial numbers, batch/lot numbers, dates, etc, to be encoded on barcodes and extracted by ordinary scanners. Ventipix Asset & Inventory Manager platform can extract these identifiers and attributes, automatically, and use them as part of a record's data attribute. Getting Started What you will need GS1 Compliant Barcodes The barcodes, QR codes, or even NFC tags, to be scanned should contain encoded data that's compliant with GS1 standards. The Smartphone App Download the iOS or Android app that will help you to scan the barcodes, QR Codes, or NFC tags and extract the relevant attributes or identifiers. You will need to create user accounts for those who should use the smartphone app, and also grant permissions to relevant sections or features of the app. Note - although the smartphone app is recommended, you can also use a webcam to scan the GS1 barcodes. Records In Your Account You will need to have records in either the assets, inventory, delivery or WIP sections of your account. Using GS1 features GS1 Barcodes In most cases, these will be ID barcodes that you need to scan. You can configure the platform to extract the identifiers or attributes and then populate them on custom form fields that you have specified. GS1 Digital Link This will mostly be a QR code that you need to scan. This QR code contains a link that has been structured in a way that ordinary smartphone app QR code scanners simply open the browser and go to the link, whilst specialized scanners can extract key identifiers and attributes. Ventipix Asset & Inventory Manager platform can generate the GS1 Digital Link, control where the destination URLs of the links go, and also extract key identifiers and attributes that can be populated and saved on custom form fields. Scan analytics are also provided. GS1 Scan4Transport This will mostly be a QR code or a Datamatrix barcode that you need to scan. These barcodes contain data that can include many details such as the shipping address, delivery instructions, handling information, weight & dimensions, and identifiers e.g SSCC, GSIN, GINC, etc. These data, if encoded in GS1 Digital Link standard, the Ventipix Asset & Inventory Manager platform can extract key GS1 Scan4Transport key identifiers and attributes that you specify. What next? The Manage GS1 Digital Link section of the platform will show all the links that have been generated and enable you to print GS1 Digital Link QR codes, import and generate more links, view scan counts, link up with Google Analytics, and update destination URLs. ======================================== ARTICLE ID: 2595 TITLE: Tracking Costs URL: https://kb.ventipix.com/knowledge-base/tracking-costs/ PUBLISHED: 2023-01-19 14:35:58 ---------------------------------------- Benefits Ventipix Asset & Inventory Manager platform enables a business to track costs involved with many aspects of procurement, maintenance, and disposal of its assets or inventory. Cost tracking can help keep a business' costs under control by identifying many areas where expenses are incurred and can often get overlooked. Costing data can be captured from both the browser and the smartphone app. This also includes images/photos of receipts, invoices, etc. Getting Started You can capture costs for different sections of the platform, namely assets, inventories, deliveries, and work in progress (WIP). Once you have determined the section you plan to use, and have data on those sections, the next step is to create cost categories e.g, logistics, and cost types e.g, fixed or variable, then indicate how the costs should be reflected on the section's records and their impact. You can create multiple categories, each with a different costing impact behavior. On a section's record, you would need to create a field that captures the total costs over time. This field gets manipulated either by increments, deductions or overwrites. In essence, you can have a field that captures costs as expenses only e.g for maintenance services, and another that captures costs as acquisitions e.g for purchases. Cost tracking for assets With assets, you can capture costs such as purchases, transportation, installation, maintenance, etc. Cost tracking for inventory With inventory, you can capture costs such as ordering, deliveries, storage, damages/spoilage, etc. Cost tracking for deliveries With deliveries, you can capture costs such as fuel, labor, etc. Cost tracking for WIP With WIP, you can capture costs such as labor, materials, etc. What next? As you update the costings for the respective sections, the Manage Costings section of the platform will show an aggregate cost of each cost category. You can also view the history of all the costs including a breakdown of each cost type and export or view reports. ======================================== ARTICLE ID: 2589 TITLE: Managing In-house Deliveries URL: https://kb.ventipix.com/knowledge-base/manage-in-house-deliveries/ PUBLISHED: 2023-01-19 10:59:39 ---------------------------------------- Benefits Ventipix Asset & Inventory Manager platform enables a business to take control of the delivery of its products. With the platform, you can inform the customer, via email notifications, about the progress of the delivery. You can also obtain proof of delivery by capturing signatures, photos, GPS coordinates, etc. Getting Started What you will need Order Reference Numbers You will need unique order reference numbers that identify a delivery. Barcodes or QR Codes The order reference numbers would then be assigned to barcodes or QR codes. The Smartphone App Download the iOS or Android app that will help you to scan barcodes, QR Codes, or NFC tags and update the status of a delivery. You will need to create user accounts for those who should use the smartphone app, and also grant permissions to relevant sections or features of the app. Using the goods dispatched features Delivery Records The first step is to add records about the deliveries. Details can include attributes such as the customer's name, delivery address, order date, etc. These attributes are customizable, so you can capture any attribute you want. There are several ways to add delivery records to your account. They include filling in a form, CSV import, or via automation using Zapier or Microsoft Power Automate. The quickest way to get started is by importing the delivery records from a CSV spreadsheet. Delivery Status As delivery attempts are made, use the Delivery Status feature to update the progress made. Customizable data such as signatures, photos, etc, can be captured during the status update. You can set up an email notification that informs the customer of the latest update status. Inventory Adjustments If you have inventory records that also get tied to the delivery, you can indicate if adjustments should be made when updating a delivery record. Packing Slips You can also generate packing slips to aid in picking or packing the correct inventory items. What next? As you update the delivery statuses, the Goods Dispatched section of the platform will show a current up-to-date overview of all the delivery records and their statuses. You can change how the data gets formatted and presented on the table or what gets displayed on it, search for records, export them, format them, sync with other platforms e.g. Google Sheets or Microsoft Excel, and generate custom reports. If you're part of a team, you can add other team members as sub-users and assign them permission to access certain features. ======================================== ARTICLE ID: 2582 TITLE: Managing and Tracking Phased Processes URL: https://kb.ventipix.com/knowledge-base/manage-and-track-phased-processes/ PUBLISHED: 2023-01-19 07:53:25 ---------------------------------------- Benefits Ventipix Asset & Inventory Manager platform enables a business to be efficient in its entire production or service processes. The platform makes it easy to discover bottlenecks in a production or service process as each phase can be tracked. It also improves inventory planning as it makes it possible to determine which components need to be ordered for upcoming processes. You can also track the costs involved with each production or service phase. Getting Started What you will need Barcodes or NFC tags If your inventories have existing barcodes, as long as they are unique for each inventory, you can use them to identify the inventory. If you don’t have any barcodes or NFC tags, you can generate and print barcodes, or program the NFC tags. Note: if you plan to scan barcodes with our iOS or Android app, be sure that they are in a supported format. with NFC tags, you can either use its serial ID or program it with your own unique values. The Smartphone App Download the iOS or Android app that will help you to scan barcodes, QR Codes, or NFC tags and update the status of the WIP. You will need to create user accounts for those who should use the smartphone app, and also grant permissions to relevant sections or features of the app. Note - although the smartphone app is recommended, you can use a webcam or Bluetooth/USB scanners to scan barcodes. Using the work-in-progress (WIP) management features WIP Records The first step is to add records about the work in progress. Details can include attributes such as the product's name, process name, project manager, order date, etc. These attributes are customizable, so you can capture any attribute that you want. There are several ways to add WIP records to your account. They include filling in a form, CSV import, or via automation using Zapier or Microsoft Power Automate. The quickest way to get started is by importing the WIP records from a CSV spreadsheet. WIP Status As the process moves from one phase to another, use the WIP Status feature to update the progress made. Customizable data can be captured during the update. Inventory Adjustments If you have inventory records that also get involved with the work in progress, you can indicate if adjustments should be made when updating a WIP record. Asset Maintenance Jobs If you have asset maintenance records, you can use the WIP features to track the maintenance job progress. What next? As you update the WIP statuses, the WIP section of the platform will show a current up-to-date overview of all the WIP records and their statuses. You can change how the data gets formatted and presented on the table or what gets displayed on it, search for records, export them, format them, sync with other platforms e.g. Google Sheets or Microsoft Excel, and generate custom reports. If you're part of a team, you can add other team members as sub-users and assign them permission to access certain features. ======================================== ARTICLE ID: 2574 TITLE: Tracking Stockroom Inventory URL: https://kb.ventipix.com/knowledge-base/tracking-stockroom-inventory/ PUBLISHED: 2023-01-18 23:51:03 ---------------------------------------- Benefits Ventipix Asset & Inventory Manager enables businesses to have stockroom operations that run efficiently. The flow of stock gets improved by having accurate data that are readily accessible to all stakeholders. Data include specific locations where stock resides and their corresponding up-to-date stock levels. Ventipix Asset & Inventory Manager platform also improves traceability for incoming or outgoing inventory.  With incoming inventory, details about orders received from vendors can be captured. This data includes customizable attributes such as the quantity received, where they got stored, etc. Likewise, with outgoing inventory,  accompanying data can be captured for traceability purposes, such as what inventory was used, when it was used, etc. The platform also enables organizations to avoid stockout events as it can be configured to send email notifications for stock items that are about to expire or about to run low. With automation, purchase orders can be raised when triggered at a reorder point. Getting Started What you will need Barcodes or NFC tags If your inventories have existing barcodes, as long as they are unique for each inventory, you can use them to identify the inventory. If you don’t have any barcodes or NFC tags, you can generate and print barcodes, or program the NFC tags. Note: if you plan to scan barcodes with our iOS or Android app, be sure that they are in a supported format. with NFC tags, you can either use its serial ID or program it with your own unique values. The Smartphone App Download the iOS or Android app that will help you to scan barcodes, QR Codes, or NFC tags. In addition, you will also be able to fill in and submit data pertaining to the inventory being scanned. You will need to create user accounts for those who should use the smartphone app, and also grant permissions to relevant sections or features of the app. Note - although the smartphone app is recommended, you can use a webcam or Bluetooth/USB scanners to scan barcodes. Using the inventory management features Inventory Register The first step is to let the platform know what the inventories are. Details can include attributes such as the product's name, brand, purchase date, location, costs, images, etc. These attributes are customizable, so you can capture any attribute that you want. There are several ways to add your inventory records to the platform. They include form filling from either the web browser or the smartphone app, CSV import, and import from other platforms such as QuickBooks, Square, or Shopify. The quickest way to get started is by importing the inventory records from a CSV spreadsheet. Make sure that the inventory records have location data as they get used during inventory adjustments and transfers. See inventory locations below. Inventory Locations The platform can track inventory across multiple locations and show the stock levels from each location. Before it does that, you need to make it aware of the locations that your inventories use. Your inventory records should also have the same location data as part of their location attributes. Inventory Adjustments You can increment or decrement stock levels and capture relevant customizable data when doing so. Each historical adjustment made can be viewed from the Inventory Reduction or Inventory Increment page. To avoid stockout problems, you can set up email notifications, push notifications, or webhooks that get triggered when a stock level falls below a defined threshold. Inventories can also be bundled such that when an adjustment is made, all the stock levels of the items that belong to the bundle get adjusted with various amounts according to your specification. Inventory Transfers In cases where inventories need to be moved from one location to another, use the inventory transfers feature to capture the transaction details. The platform will work out the stock level adjustments automatically. These details can be viewed on the Inventory Transfers page. Inventory Stock-takes With inventory stock-takes (stock counting) you can manually identify stock-level discrepancies and fix them before they lead to problems such as stockouts, overstocking and dead stocks. Incoming Inventory (Goods Received) When a purchase order is fulfilled, use the Goods Received feature to record the quantity received and other customizable data relevant to the receipt. Automation You can use Zapier of Microsoft Power Automate to raise purchase orders whenever stock levels reach their reorder point. What next? As you make inventory adjustments, the Inventory section of the platform will show a current up-to-date overview of all the inventory stock levels. You can change how the data gets formatted and presented on the table or what gets displayed on it, group alike records, search for records, export them, format them, set up various notifications, sync with other platforms e.g. Google Sheets or Microsoft Excel, and generate custom reports. If you're part of a team, you can add other team members as sub-users and assign them permission to access certain features. ======================================== ARTICLE ID: 2543 TITLE: Tracking Supplies and Consumables URL: https://kb.ventipix.com/knowledge-base/tracking-supplies-and-consumables/ PUBLISHED: 2023-01-18 14:51:21 ---------------------------------------- Benefits Ventipix Asset & Inventory Manager platform enables an organization to know the quantities of its supplies and consumables that it has on hand and shows all the details of its stock consumption. Whenever an inventory adjustment is made, accompanying data can be captured for traceability purposes, such as what inventory was used, who used it, and when it was used. The platform also enables an organization to avoid costly stock-out events as it can be configured to send email notifications, push notifications, or webhooks for stock items that are about to expire or about to run low. Getting Started What you will need Barcodes or NFC tags If your inventories have existing barcodes, as long as they are unique for each inventory, you can use them to identify the inventory. If you don’t have any barcodes or NFC tags, you can generate and print barcodes, or program the NFC tags. Note: if you plan to scan barcodes with our iOS or Android app, be sure that they are in a supported format. with NFC tags, you can either use its serial ID or program it with your own unique values. The Smartphone App Download the iOS or Android app that will help you to scan barcodes, QR Codes, or NFC tags. In addition, you will also be able to fill in and submit data pertaining to the inventory being scanned. You will need to create user accounts for those who should use the smartphone app, and also grant permissions to relevant sections or features of the app. Note - although the smartphone app is recommended, you can use a webcam or Bluetooth/USB scanners to scan barcodes. Using the inventory management features Inventory Register The first step is to let the platform know what the inventories are. Details can include attributes such as the product's name, brand, purchase date, location, costs, images, etc. These attributes are customizable, so you can capture any attribute that you want. There are several ways to add your inventory records to the platform. They include form filling from either the web browser or the smartphone app, CSV import, and import from other platforms such as QuickBooks, Square, or Shopify. The quickest way to get started is by importing the inventory records from a CSV spreadsheet. Make sure that the inventory records have location data as they get used during inventory adjustments and transfers. See inventory locations below. Inventory Locations The platform can track inventory across multiple locations and show the stock levels from each location. Before it does that, you need to make it aware of the locations that your inventories use. Your inventory records should also have the same location data as part of their location attributes. Inventory Adjustments You can increment or decrement stock levels and capture relevant customizable data when doing so. Each historical adjustment made can be viewed from the Inventory Reduction or Inventory Increment page. To avoid stockout problems, you can set up email notifications, push notifications, or webhooks that get triggered when a stock level falls below a defined threshold. Inventories can also be bundled such that when an adjustment is made, all the stock levels of the items that belong to the bundle get adjusted with various amounts according to your specification. Inventory Transfers In cases where inventories need to be moved from one location to another, use the inventory transfers feature to capture the transaction details. The platform will work out the stock level adjustments automatically. These details can be viewed on the Inventory Transfers page. Inventory Stock-takes With inventory stock-takes (stock counting) you can manually identify stock-level discrepancies and fix them before they lead to problems such as stockouts, overstocking and dead stocks. What next? As you make inventory adjustments, the Inventory section of the platform will show a current up-to-date overview of all the inventory stock levels. You can change how the data gets formatted and presented on the table or what gets displayed on it, group alike records, search for records, export them, format them, set up various notifications, sync with other platforms e.g. Google Sheets or Microsoft Excel, and generate custom reports. If you're part of a team, you can add other team members as sub-users and assign them permission to access certain features. ======================================== ARTICLE ID: 2541 TITLE: Managing Asset Auditing & Asset Depreciation URL: https://kb.ventipix.com/knowledge-base/asset-auditing-and-compliance/ PUBLISHED: 2023-01-18 14:48:15 ---------------------------------------- Benefits Ventipix Asset & Inventory Manager platform enables organizations to account for assets that are in use. Conducting a regular asset audit can help verify the accuracy of a business’s asset list. Asset auditing also helps an organization keep track of the value of its assets over time, as different assets have different rates of depreciation. This, in turn, allows employees to make informed decisions with regard to the maintenance of a given asset over time, and when it may be the most appropriate moment to replace the asset altogether. Ventipix Asset & Inventory Manager platform can be configured to issue email reminders after an asset has been in service for a defined period of time or has an approaching expiration or warranty end date. Getting Started What you will need Barcodes or NFC tags If your assets have existing barcodes, as long as they are unique for each asset, you can use them for identification. If you don’t have any barcodes or NFC tags, you can generate and print barcodes, or program the NFC tags. Note: if you plan to scan barcodes with our iOS or Android app, be sure that they are in a supported format. with NFC tags, you can either use its serial ID or program it with your own unique values. The Smartphone App Download the iOS or Android app that will help you to scan barcodes, QR codes, or NFC tags. In addition, you will also be able to fill in and submit data pertaining to the asset being scanned. You will need to create user accounts for those who should use the smartphone app, and also grant permissions to relevant sections or features of the app. Note - although the smartphone app is recommended, you can use a webcam or Bluetooth/USB scanners to scan barcodes. Using the asset management features Asset Tagging The first step is to let the platform know what the assets are. Details can include attributes such as the asset’s name, brand, purchase date, manufacturer, serial number, location, cost, images, etc. These attributes are customizable, so you can capture any attribute that you want. There are several ways to add your assets' records to the platform. They include form filling from either the web browser or the smartphone app, CSV import, and automation from Zapier or Microsoft Power Automate. The quickest way to get started is by importing the equipment records from a CSV spreadsheet. Asset Auditing Once you've built a register of all your assets by tagging them, you can then conduct audits and capture relevant data regarding the status of the assets.  These captured data can be viewed on the Asset Auditing page. Asset Depreciation The platform can generate depreciation expenses for the current year using either the straight-line, declining balance, or double-declining balance method. What next? The Tagged Assets section of the platform will show a current up-to-date overview of all the asset statuses. You can change how the data gets formatted and presented on the table or what gets displayed on it, group alike records, search for records, export them, format them, change the behavior of some functionalities, set up various notifications, sync with other platforms e.g. Google Sheets or Microsoft Excel, and generate custom reports. If you're part of a team, you can add other team members as sub-users and assign them permission to access certain features. ======================================== ARTICLE ID: 2534 TITLE: Tracking and Managing Equipment & Tools URL: https://kb.ventipix.com/knowledge-base/tracking-and-managing-equipment-tools/ PUBLISHED: 2023-01-18 14:43:19 ---------------------------------------- Benefits Ventipix Asset & Inventory Manager platform enables organizations to efficiently track tools and equipment from the time they are issued until they are returned.  The platform makes it easy to streamline an organization’s procedures and account for equipment and tools that get transferred between various job sites or between employees or contractors.  With the Ventipix Asset & Inventory Manager platform, you will get to know where tools and equipment are at any time, discover lost or unused equipment, manage equipment that needs maintenance, and increase accountability. Getting Started What you will need Barcodes or NFC tags If your equipment has existing barcodes, as long as they are unique for each piece of equipment, you can use them to identify the assets. If you don’t have any barcodes or NFC tags, you can generate and print barcodes, or program the NFC tags. Note: if you plan to scan barcodes with our iOS or Android app, be sure that they are in a supported format. with NFC tags, you can either use its serial ID or program it with your unique values. The Smartphone App Download the iOS or Android app that will help you to scan barcodes, QR codes, or NFC tags. In addition, you will also be able to fill in and submit data about the asset being scanned. You will need to create user accounts for those who should use the smartphone app, and also grant permissions to relevant sections or features of the app. Note - although the smartphone app is recommended, you can use a webcam or Bluetooth/USB scanners to scan barcodes. Using the asset management features Asset Tagging The first step is to let the platform know what the equipment and tools are. Details can include attributes such as the equipment’s name, brand, purchase date, location, cost, images, etc. These attributes are customizable, so you can capture any attribute that you want. There are several ways to add your equipment's records to the platform. They include form filling from either the web browser or the smartphone app, CSV import, and automation from Zapier or Microsoft Power Automate. The quickest way to get started is by importing the equipment records from a CSV spreadsheet. Asset Checkout Once you have tagged the equipment, you can then check them out to custodians and capture relevant data when doing so.  These captured details can be viewed on the Asset Checkout page. If the usage demand is higher for some of the equipment, you can use the asset reservation feature to schedule their usage. You can optionally enable checkout receipts emails to be issued to custodians, or other stakeholders, whenever a checkout is done. The receipts include a list of items that the stakeholder is responsible for. If you need to capture the custodians' details, there are several custom field options available for doing so, e.g basic dropdowns. For a large set of custodians, you can use autocomplete dropdowns. If badges are available, you can use the CSV search feature which supports barcode/NFC tag scanning. Asset Reservation You can specify what assets are unavailable on a specific day and time. Reserved assets cannot be checked out. Asset Check-in When equipment is returned, simply check them in for the platform to update their status. You can set up email reminders to remind custodians of equipment that is due for return or overdue. Asset Maintainance If equipment needs maintenance services, details such as notes on what’s broken, supporting images, etc, can be captured. These details can be viewed on the Asset Maintenance page. Asset Auditing With the asset auditing feature, you can account for all the equipment that is present and in active use. What next? As you track the movement and usage of the equipment, the Tagged Assets section of the platform will show a current up-to-date overview of all the equipment’s statuses. You can change how the data gets formatted and presented on the table or what gets displayed on it, group alike records, search for records, export them, format them, change the behavior of some functionalities, set up various notifications, sync with other platforms e.g. Google Sheets or Microsoft Excel, and generate custom reports. If you're part of a team, you can add other team members as sub-users and assign them permission to access certain features. ======================================== ARTICLE ID: 2522 TITLE: Tracking and Managing IT Devices URL: https://kb.ventipix.com/knowledge-base/tracking-and-managing-it-devices/ PUBLISHED: 2023-01-18 13:23:16 ---------------------------------------- Benefits With IT devices such as laptops, tablets, etc, assigned to many different stations and custodians across your organization, Ventipix Asset & Inventory Manager platform enables you to track their usage effortlessly and accurately.  By tracking device usage, you’ll get insight into the entire life cycle management of your IT devices enabling you to make strategic device procurement. You can easily track which devices are checked out and checked in, discover which devices are in for maintenance or disposal, and see who has received devices in the past. Getting Started What you will need Barcodes or NFC tags If your devices have existing barcodes, as long as they are unique for each device, you can use them to identify the assets. If you don’t have any barcodes or NFC tags, you can generate and print barcodes, or program the NFC tags. Note: if you plan to scan barcodes with our iOS or Android app, be sure that they are in a supported format. with NFC tags, you can either use its serial ID or program it with your own unique values. The Smartphone App Download the iOS or Android app that will help you to scan barcodes, QR codes, or NFC tags. In addition, you will also be able to fill in and submit data pertaining to the asset being scanned. You will need to create user accounts for those who should use the smartphone app, and also grant permissions to relevant sections or features of the app. Note - although the smartphone app is recommended, you can use a webcam or Bluetooth/USB scanners to scan barcodes. Using the asset management features Asset Tagging The first step is to let the platform know what the devices are. Details can include attributes such as the device’s name, brand, purchase date, location, costs, images, etc. These attributes are customizable, so you can capture any attribute that you want. There are several ways to add your devices’ records to the platform. They include form filling from either the web browser or the smartphone app, CSV import, and automation from Zapier or Microsoft Power Automate. The quickest way to get started is by importing the device records from a CSV spreadsheet. Asset Checkout Once you have tagged the devices, you can then check them out to custodians and capture relevant data when doing so.  These captured details can be viewed on the Asset Checkout page. If the usage demand is higher for some of the devices, you can use the asset reservation feature to schedule their usage. You can optionally enable checkout receipts emails to be issued to custodians, or other stakeholders, whenever a checkout is done. The receipts include a list of items that the stakeholder is responsible for. If you need to capture the custodians' details, there are a number of custom field options available for doing so, e.g basic dropdowns. For a large set of custodians, you can use autocomplete dropdowns. If badges are available, you can use the CSV search feature which supports barcode/NFC tag scanning. Asset Check-in When devices are returned, simply check them in for the platform to update their status. You can set up email reminders to remind custodians of devices that are due for return or overdue. Asset Reservation You can specify what assets are unavailable on a specific day and time. Reserved assets cannot be checked out. Asset Maintainance If devices need maintenance services, details such as notes on what’s broken, supporting images, etc, can be captured. These details can be viewed on the Asset Maintenance page. Asset Auditing With the asset auditing feature, you can account for all the devices that are present and in active use. What next? As you track the movement and usage of the devices, the Tagged Assets section of the platform will show a current up-to-date overview of all the devices’ statuses. You can change how the data gets formatted and presented on the table or what gets displayed on it, group alike records, search for records, export them, format them, change the behavior of some functionalities, set up various notifications, sync with other platforms e.g. Google Sheets or Microsoft Excel, and generate custom reports. If you're part of a team, you can add other team members as sub-users and assign them permission to access certain features. ======================================== ARTICLE ID: 2475 TITLE: Scanning Methods URL: https://kb.ventipix.com/knowledge-base/scanning-methods/ PUBLISHED: 2022-08-17 04:50:57 ---------------------------------------- Cameras By default, the smartphone app uses the device's rear camera to scan barcodes. It's also possible to use the front camera by changing the scanning mode when the scanning window is opened. Built-in scanners On Android devices, built-in scanners for devices from Zebra, Honeywell, and Sonim are likely to be supported. To change the scanning method, on the smartphone app, swipe left and then select Scanning Methods. On the new page, choose the relevant option, and if applicable, enter the required values. Broadcast Intents Devices that also use broadcast intents may be supported. Swipe left and then select Scanning Methods. After that, choose Built-in Scanner > Broadcast Intents. Under Intent Actions, enter the applicable action that matches your device's configuration. For example: com.symbol.datawedge.api.RESULT_ACTIONcom.zebra.datawedge.api.RESULT_ACTIONcom.symbol.datawedge.datacom.honeywell.decode.intent.actioncom.honeywell.barcode.READcom.sonim.barcode_read Zebra (DataWedge) DataWedge lets you configure this action in the profile. So go into the Zebra DataWedge app > your profile > Intent Output and set, for example: Intent Action: com.myapp.SCAN Zebra DataWedge (and some other scanners) let you specify: The intent action string The intent category (optional) The extras that carry the scanned data That means you can name it anything, like: "com.myapp.SCAN" "com.example.intent.SCAN" "SCAN_ACTION" "foo.bar.ACTION_RECEIVE_SCAN" Honeywell (DataCollection Intent API) You can configure this via Honeywell's ScanWedge or Settings > Scanning > Send via Intent. RFID Reads You can receive RFID tag reads via broadcast intents — just like barcode scans — but only if the device (e.g, a Zebra RFID reader) is configured to send them this way. An example way to set it up: Open DataWedge Create/Edit profile Enable RFID plugin Set Intent Output Intent Action: e.g., com.myapp.RFID Intent Delivery: Broadcast How to scan Simply tap the Scan Barcode button for the app to know where to send the scanned data. Follow further prompts if shown. ======================================== ARTICLE ID: 2431 TITLE: Smartphone App Updates URL: https://kb.ventipix.com/knowledge-base/smartphone-app-updates/ PUBLISHED: 2022-06-21 11:52:18 ---------------------------------------- 2026 Updates March 2026 — Improved NFC scan syncing on the web app. — For iOS devices, you can now switch between the old and new barcode scanner. The old scanner works better for Code 39 barcodes. — Added the ability to specify which barcode symbologies can be scanned. February 2026 — Changed the QR Code and barcode scanner to a new fast one — Added the ability to see the names of the assets or inventories being scanned — Improved asset reservations schedule calendar — Fixed search results action options January 2026 — Fixed an issue with the default navigation — Added the ability to edit records from the in-app browser 2025 Updates October 2025 — With our new spreadsheet add-ons for Google Sheets or Microsoft Excel, you can send QR codes, NFC, and other barcode scans directly from a spreadsheet September 2025 — You can now use Google Gemini to leverage the benefits of AI in analyzing asset & inventory data and returning actionable responses that can improve your workflows July 2025 — You can now use ChatGPT or Grok to leverage the benefits of AI in analyzing asset & inventory data and returning actionable responses that can improve your workflows — Added an interactive virtual AI chatbot assistant to offer a summary of how-to guidelines — You can now update Purchase Order statuses and auto-increment inventory when they're marked as received May 2025 — Added the ability to login with passkeys - a secure passwordless authentication method February 2025 — Added a new custom field in the data capture page, for capturing formatted currency values — Added another custom field for showing different questions based on the choice made on a condition field. Learn more. — Added another custom field for scanning digital badges/passes for identifying users. — Added a new feature enabling you to generate Workplace passes (for person identification, e.g. employees, contractors, visitors, etc, and data identification, e.g. assets borrowed, etc) that can be saved on Google and Apple wallets or NFC wearables. — You can now add custom status in the to-do tasks feature and view tasks based on the custom statuses. — The to-dos tasks feature also works for Workplace Passes. — Inventory reductions can be placed on hold pending approval by authorized users. Learn more 2024 Updates September 2024 Added the ability to add, view, and manage to-do tasks related to the records you are working with. Search results now allow multiple data to be processed at once. May 2024 Added the ability to narrow down the search results output on the smartphone app Added the ability to edit redirection URLs for GS1 Digital Link, QR Codes, and NFC marketing campaigns March 2024 Added the ability to replace barcode and NFC identifier values Fixed hidden services February 2024 Added the ability to generate aging reports Improved NFC writing January 2024 With the custom fields, you can now display instructions on how they should be filled in. Numeric values that are captured, for the same records, can be summed up or averaged. Minimum and maximum values can also be calculated. Added the ability to generate statistics and view them in graphs. 2023 Updates November 2023 Added the ability to set a default page that should be shown upon logging in. Improved the ability to customize the app's theme. September 2023 Added the ability to scan barcodes and NFC tags, then post chat messages, regarding the scanned assets and inventories, on Microsoft Teams and Google Chat. April 2023 Added the ability to create custom fields that upload document files such as PDF, Excel, etc. Added the ability to scan and process two different barcodes as a single unique barcode. February 2023 Added the ability to check stock levels by inventory location, inventory ID, or both. January 2023 Added new action fields for search results. Improved inventory adjustments to support fixed or variable amounts. This feature can also now be switched on and off. Added a new custom field to capture an authorizer. 2022 Updates November 2022 It's now possible to make inventory adjustments by indicating whether a specific, entire, or variable amount should be adjusted. It's now possible to view the inventory items associated with Goods Dispatched. October 2022 It's now possible to check off purchase order items and export such data. August 2022 Experimental features: - In addition to camera scanning, there's now some support for using inbuilt scanners for Zebra, Honeywell, and Sonim devices. - It's also possible for the app to receive broadcast intents from apps that issue them. * On the app Swipe left > Scanning Methods. June 2022 The inventory bundles feature now supports barcode scans to filter and set quantities. Images and other media can now be saved offline and synced when an Internet connection is available. Added support for Single Sign-on using either Google, Microsoft, LinkedIn, or Facebook. You can now set the data capture forms to be submitted automatically after scanning the main item's barcode or NFC tag. The app can now generate sequential item identifiers if barcodes or NFC tags are not available. April 2022 Added the ability to scan and extract data attributes from GS1 Scan4Transport QR codes or Datamatrix barcodes. February 2022 Added the ability to scan GS1 Digital Link QR codes. January 2022 Added the ability for barcodes or NFC tags that follow the GSI standard to be scanned then the found application identifiers used populate custom fields. 2021 Updates June 2021 Added the ability for barcode scans or NFC taps, from the smartphone app, to be searched on the web app. March 2021 Added new custom fields for document scanning, optical character recognition (OCR), key & value paired dropdowns, NFC Serial or Payload reading, and Dynamic Dropdowns. January 2021 Added the ability to track and manage costings. 2020 Updates August 2020 From iOS 13, added support for NFC writing, and more NFC reading which includes UIDs and support for ISO15693, FeliCa, MIFARE tags, and some RFID tags. June 2020 Added new custom fields that enable you to capture multiple images, and short audio or video recordings. Added easy access to an item's history or reports when filling out the forms May 2020 Improved inventory location search on the smartphone app. January 2020 Added a new data capture field that enables you to search for addresses using Google Places. ======================================== ARTICLE ID: 2344 TITLE: GS1 Scan4Transport URL: https://kb.ventipix.com/knowledge-base/gs1-scan4transport/ PUBLISHED: 2022-04-20 10:57:07 ---------------------------------------- Scan4Transport is a global standard for encoding transport data on a Logistics Label. The standard supports companies across the transport process including first-mile, sortation, and last-mile activities, and enables them to keep pace with the growing needs of their customers. The encoded transport data can be on a QR code or a Datamatrix barcode and includes many details such as the shipping address, delivery instructions, handling information, weight & dimensions, and identifiers e.g SSCC, GSIN, GINC, etc. These data, in GS1 Digital Link format, can be extracted using our smartphone app and used with your custom fields. Using the smartphone app, you can also view what type of data has been encoded on a Scan4Transport barcode. To do so, go to the Services page, GS1 Digital Link > GS1 Scan4Transport menu. With the scan results, you can have the app check for updates by defining URLs that it should use. To define these URLs, go to the Manage GS1 Digital Link page. On the table, go to Options > GS1 Scan4Transport. On the new page, enter URLs for the respective category. On the smartphone app, the person scanning the Scan4Transport barcode would be presented with a category to view, and a button to check for updates or post updates. Example When this button is tapped on, the specific defined URL for the category would be opened, on a browser, with the Scan4Transport data attributes appended to the URL as query parameters. ======================================== ARTICLE ID: 2356 TITLE: Setting up GS1 Scan4Transport Fields URL: https://kb.ventipix.com/knowledge-base/setting-up-gs1-scan4transport-fields/ PUBLISHED: 2022-04-20 09:30:03 ---------------------------------------- With the app’s GS1 Scan4Transport feature, you can scan Scan4Transport QR Codes or Datamatrix barcodes and have the app extract relevant details that you want to capture as part of your record's attribute. Extracting a Single GS1 Scan4Transport Data Attribute On the web app, first set up a Data Capture custom field. On the Data Capture spreadsheet, under the Answer Type choose GS1 Scan4Transport. Once the custom fields have been saved, on the associated form you will notice a form field like the one shown below. From the button options, you can then choose to either scan a barcode (using a webcam or the smartphone app). If the scanned barcode has valid GS1 Scan4Transport data in Digital Link format, you will be presented with a pop-up window like the one shown below, where attribute types such as SSCC, shipping address, etc, have been extracted. From that pop-up window, you can then choose which data type should be extracted and saved on the form. The same feature works in a similar manner on the smartphone app. If you don't want to choose the same option from the dropdown all the time, you can set the app to extract a specific Scan4Transport data attribute. To do so, copy the code from this page, then enter it in the Options column of the GS1 Scan4Tranport custom field. Example Extracting Multiple GS1 Scan4Transport Data Attributes The ability to extract multiple GS1 application identifiers, from a single scan, saves time by reducing the need to have the same barcode scanned over and over again. You can have the app automatically populate other form fields with data extracted from a single scan. To set this feature up, on the web app, first set up a Data Capture custom field. On the Data Capture spreadsheet, under the Answer Type choose GS1 Scan4Transport. Under the Options column, enter a URL to a CSV file that contains the data attribute code to extract and the name of the custom field to save the extracted data to. To set up the CSV, on your CSV program, you will need to set up two columns named Code and Field respectively. On the Code column, enter the appropriate code based on the data you wish to extract from a scanned barcode. Refer to the table on this page for the codes to use. On the Field column, enter the name of your custom field that you want the extracted data to go to. Refer to the Data Capture Questions column for the names to use, as shown in the example below. The names can be anything you want. Example The CSV to associate with the custom field settings should now look like this. Save the CSV and upload it to the Documents page. Scroll to the Uploaded Files table, then copy the URL for the uploaded CSV file. On your Data Capture page, where you have the Answer Type set to GS1 Scan4Transport, enter the copied URL under the Options column. Save the changes made. On your form, when scanning barcodes, the corresponding fields that were set up in the CSV file will be populated automatically with the extracted data. ======================================== ARTICLE ID: 2370 TITLE: GS1 Scan4Transport Attributes URL: https://kb.ventipix.com/knowledge-base/gs1-scan4transport-attributes/ PUBLISHED: 2022-04-20 09:17:45 ---------------------------------------- Find the appropriate application identifier then copy the code to use with your CSV for the GS1 Scan4Transport feature. Attribute Description Code Serial Shipping Container Code SSCC Global Identification Number for Consignment GINC Global Shipment Identification Number GSIN Routing Code ROUTING_CODE Ship-to / Deliver-to GLN SHIP_TO_GLN Ship-for GLN / Deliver-for GLN SHIP_FOR_GLN Shipping Address SHIPPING_ADDRESS Shipping Contact Number SHIPPING_CONTACT Shipping Geo-coordinates SHIPPING_GEO Return Address RETURN_ADDRESS Return Contact Number RETURN_CONTACT Transport Type TRANSPORT_TYPE Authority to leave LEAVE Authority to leave LEAVE Signature requirement SIGNATURE Not before date BEFORE_DATE Not after date AFTER_DATE Release date RELEASE_DATE Dangerous Goods HANDLING_INFORMATION Logistic Weight WEIGHT Length LENGTH Width WIDTH Depth DEPTH Volume VOLUME ======================================== ARTICLE ID: 2340 TITLE: Saving A UTF-8 encoded CSV File URL: https://kb.ventipix.com/knowledge-base/saving-a-utf-8-encoded-csv-file/ PUBLISHED: 2022-03-01 19:40:12 ---------------------------------------- Google Sheets Google Spreadsheet correctly exports UTF-8 encoded CSV files by default. From the File menu, choose Download As and select Comma-separated values. The downloaded file will be UTF-8 encoded. Microsoft Excel Navigate to the File menu option and click Save As. The window appears as shown below Click Browse to select a location to save the file. The Save As window appears. Select CSV (Comma delimited) (*.csv) as the file type and enter the name of your file. Important: make sure you use the Save As dialog to export the CSV file and explicitly select the ‘CSV UTF-8 (Comma-delimited)’ option when saving the file.  Apple Numbers Navigate to File > Export To  > CSV. Under Advanced Options, select Unicode(UTF-8) option for Text Encoding. Click Next. Enter the name of the file and click Export to save your file with the UTF-8 encoding. BOM characters BOM characters are not visible but they exist and they can cause the processing of your file to fail.  To remove them: 1. Download Notepad++. 2. Open the CSV file in Notepad++ and look at the bottom right corner. If it says UTF-8-BOM then the file contains the BOM characters. 3. To remove the BOM characters, go to the Encoding menu and select Encode in UTF-8. 4. Save the file.  ======================================== ARTICLE ID: 2267 TITLE: GS1 Digital Link URL: https://kb.ventipix.com/knowledge-base/gs1-digital-link/ PUBLISHED: 2022-02-18 06:13:00 ---------------------------------------- The GS1 Digital Link standard extends the power and flexibility of GS1 identifiers by making them part of the web. This means that GS1 identifiers, such as the GTIN, are now a gateway to consumer information that, among other benefits, strengthens brand loyalty and improves supply chain traceability information. The standard makes 2D barcodes, such as QR codes and Datamatrix, contain data that both smartphone apps and other scanners, e.g. point-of-sales scanners, can understand and make use of the information the barcodes contain. For instance, a QR code that contains a GS1 Digital Link, when scanned by a smartphone app will lead to a web page, whereas the same QR code when scanned by a POS scanner will have relevant data extracted for looking up a product in a similar way that they do for 1D barcodes. Ventipix Asset & Inventory Manager platform enables you to generate GS1 digital links, update destination URLs for various link types, and scan them with the smartphone app to extract identifiers such as the GTIN or the entire elements string. URL redirections work with our compliant resolver. Managing GS1 Digital Links Generating GS1 Digital Links If you have GS1 barcode data (GS1 elements strings), you can generate digital links individually or in bulk by importing CSV files. Generating GS1 Digital Links individually In your account, go to the Manage URL redirections > GS1 Digital Links page. At the top-right of the page, under the Actions menu, go to the Set up a single Digital Link option. On the new page, in the first section of the form, enter a title (or a description) to identify the record that you are setting up, a valid GS1 elements string (data value of the barcode), and the default destination URL to redirect to. Optionally, you can assign the link settings setup to a campaign group which can be used to apply privacy consent settings and Google Analytics UTM parameters. Generating GS1 Digital Links in bulk In your account, go to the Manage URL redirections > GS1 Digital Links page. At the top-right of the page, under the Actions menu, go to the Set up Multiple Digital Links option. On the new page, you can import CSV files either from your device or from Google Sheets or Excel Online. Before importing the CSV file, first ensure that the data in it is structured according to the import template. The data in your CSV should include the GS1 barcode values, titles, and at least one redirect URL. Multiple URLs are allowed for various link types. Note: uploading a CSV file with a GS1 barcode that already exists in your account, under the Digital Links section, will cause the existing record to be updated. You can, therefore, use CSV imports for bulk editing Digital Links settings. When uploading the CSV file, you can assign all the campaigns to a campaign group that can be used to apply privacy consent settings and Google Analytics UTM parameters. Generating GS1 Digital Link QR Codes You can generate custom-styled QR codes, individually or in bulk, that have the GS1 Digital Link URL encoded on them. The URL being encoded can either be a compressed GS1 Digital Link (shorter URLs) or an uncompressed Digital Link (longer URLs). These URLs are based on our resolver which handles the redirections according to GS1 standards. Once printed, these QR codes, do not need to be changed if the redirect URLs for the various link types are updated. Generating QR codes individually When setting up a Digital Link individually, go to the Generate GS1 Digital Link QR Code tab. In this section, choose the Digital Link URL type you want to encode. After that, you can adjust the appearance of the QR code. This includes the size, color, patterns, transparency, and logos. You can then test the scannability of the QR code before downloading it in one of the vector or raster graphics formats. Generating QR codes in bulk After generating Digital Links from a CSV file, go to the Generate Digital Link QR Codes section. Choose the Digital Link type you intend to encode. After that, you can adjust the appearance of the QR codes. These adjustments include the size, color, patterns, transparency, and logos. The adjustments will apply to all the bulk QR codes generated in that session. Click on the Generate QR codes button, then choose the format they should be downloaded in. Stay on the same page while the QR codes are generated. Managing Link Types GS1 Link Types GS1 Digital Link standards allow for multiple destination URLs that one can be redirected to depending on the link type being requested. You can update these URLs simply by specifying the URL that corresponds to a specific link type. Scanners that implement the GS1 Digital Link standards will redirect a user to the correct destination based on the classification of the information that they are seeking. Custom Link Types These are link types that only work with our smartphone app, and can be used to redirect to URLs that are not publicly available. These links can also be updated at any time. Furthermore, you can restrict which smartphone app users can access certain links. To assign access permissions, from the Options menu, go to Manage Custom Link Types. Updating Redirection URLs From the web app You can update the default URL and other link types by filling out forms, and web-based spreadsheets, or by importing them from a CSV. To fill out a form and the web-based spreadsheet, go to the Manage URL Redirections > GS1 Digital Link table. Find the record you want to update, then go to its Actions menu. Click on the Edit link. On the new page, go to the sections with the URL you want to update, then make the desired changes. To update the URLs by importing a CSV file, go to the Manage URL Redirections > GS1 Digital Link page. From the Actions menu, go to the Set up Multiple Digital Links option. On the new page, use the provided template to structure the data in your CSV file in a manner that the app expects. For the URLs that need to be updated, ensure that the GS1 Barcode value is the same as the one that exists in the table. From the smartphone app Using our iOS and Android app, smartphone app users whom you have granted permission to edit redirect URLs can do so from their mobile devices. On the smartphone app, go to the Services > Manage URL Redirections > Update Destination URLs option. Scan the Digital Link QR code. The scan results will return the encoded URL and the redirect URLs that they lead to depending on the selected link types. All the destination URLs for the link types can be updated simply by choosing the link type. Analytics Internal Analytics The analytics captured on our platform are based on the user's privacy consent. This needs to be first set up using campaign groups. Analytics data being captured can include a user's precise or approximate location, and the scanning device's attributes such as its operating system name, brand name, and device type. Tracking cookies are also used to analyze the scan's uniqueness. GS1 Digital Link reports data also include the link types that were visited. Captured analytics can be viewed on our visualization reports, and exported to CSV files. Reports are available for individual Digital Link records or collectively as part of multiple Digital Links in a group. Power BI or Google Data Studio The analytics data can also be exported to Power BI or Looker Studio for custom interactive visualization reports. Google Analytics The app can automatically add Google Analytics UTM parameters to all the redirection URLs. You will need to use the campaign groups to set the UTM parameters that will be applied to all the link types in a campaign group. GS1 Digital Link Data Extraction You can set up custom fields that capture data relevant to GS1 barcodes, including GS1 Digital Link QR codes. Key identifiers (Application Identifiers) such as product, shipment, location, etc, and key attributes such as serial numbers, batch/lot numbers, dates, etc, can be extracted using our smartphone app. ======================================== ARTICLE ID: 2309 TITLE: Link Types URL: https://kb.ventipix.com/knowledge-base/link-types/ PUBLISHED: 2022-02-18 06:11:54 ---------------------------------------- The purpose of link types is to enable a single GS1 Digital Link, e.g on a QR code or NFC tag, to serve different stakeholders by redirecting them to URLs relevant to their needs. GS1 Link Types GS1 Digital Link supports various destination URLs that have been classified into different categories. These URLs are public in nature, publicly discoverable, and can be redirected to by any app that implements the GS1 Digital Link standards. Scanning And Redirecting To GS1 Link Types On the smartphone app, go to Services > Scan GS1 Digital Links. On the new page, select the link type to redirect to, then scan a barcode or read an NFC tag. Link Type Access On our smartphone app, you can assign certain link types to specific users. To do so, from the GS1 Digital Links table, go to Options > GS1 Link Types Access. On the new page, choose the link types and associate them with smartphone app users. Custom Link Types Custom Link Type is an implementation that only works on our smartphone app. Its purpose is to redirect to URLs that only matters to users within an organization i.e., private URLs. With Custom Link Types, you can create categories and assign specific smartphone app users access to them. To do so, on the GS1 Digital Links table, go to Options > Manage Custom Link Types. On the new page, enter a short title that describes what the URLs associated with it do. The title should be unique. After that, choose the smartphone app users who should view the associated URLs. Scanning And Redirecting To Custom Link Types On the smartphone app, go to Services > Scan GS1 Digital Links. On the new page, select the link type to redirect to, then scan a barcode or read an NFC tag. ======================================== ARTICLE ID: 2196 TITLE: GS1 Barcode & NFC URL: https://kb.ventipix.com/knowledge-base/gs1-barcode-nfc/ PUBLISHED: 2022-01-18 06:43:48 ---------------------------------------- Barcodes or even NFC tags that follow GS1's standards have encoded data that can uniquely distinguish types of products, logistics units, locations, assets, etc. The standards allow for key identifiers (Application Identifiers) such as product, shipment, location, etc, and key attributes such as serial numbers, batch/lot numbers, dates, etc, to be encoded on barcodes and extracted by scanners. With the app's GS1 parsing feature, you can scan supported barcodes or NFC tags and have the app extract relevant details that you want to capture as part of an asset or inventory attribute. GS1 Digital Link QR Codes The app can extract the element strings from GS1 Digital Link QR codes and then use the extracted value to further obtain key attributes such as serial numbers, batch/lot numbers, dates, etc. To extract the element strings from a GS1 Digital Link QR code, first ensure that the smartphone app has been set up to do so. From the smartphone app's Settings page, go to the Data Capture Form Fields section. Under the GS1 Digital Links section, ensure that the Extract Entire Element String is selected. Extracting a Single GS1 Application Identifier On the web app, first set up a Data Capture custom field. On the Data Capture spreadsheet, under the Answer Type choose GS1 Barcode NFC. Once the custom fields have been saved, on the associated form you will notice a form field like the one shown below. From the button options, you can then choose to either scan a barcode (using a webcam or the smartphone app) or an NFC tag. If the scanned barcode or NFC tag has valid GS1 application identifiers such as GTIN, expiry date, etc, you will be presented with a pop-up window like the one shown below. From that pop-up window, you can then choose which data type should be extracted and saved on the form. The same feature works in a similar manner on the smartphone app. Extracting Multiple GS1 Application identifiers The ability to extract multiple GS1 application identifiers, from a single scan, saves time by reducing the need to have the same barcode scanned over and over again. You can have the app automatically populate other form fields with data extracted from a single scan. To set this feature up, on the web app, first set up a Data Capture custom field. On the Data Capture spreadsheet, under the Answer Type choose GS1 Barcode NFC. Under the Options column, enter a URL to a CSV file that contains the application identifier code to extract and the name of the custom field to save the extracted data. To set up the CSV, on your CSV program, you will need to set up two columns named Code and Field respectively. On the Code column, enter the appropriate code based on the data you wish to extract from a scanned barcode or NFC tag. Refer to the table on this page for the codes to use. On the Field column, enter the name of the custom field that you want the extracted data to go to. Refer to the Data Capture Questions column for the names to use, as shown in the example below. The names can be anything you want. The CSV to associate with the custom field settings should now look like this. Save the CSV and upload it to the Documents page. Scroll to the Uploaded Files table, then copy the URL for the uploaded CSV file. On your Data Capture page, where you have the Answer Type set to GS1 Barcode NFC, enter the copied URL under the Options column. Save the changes made. On your form, when scanning barcodes or NFC tags, the corresponding fields that were set up in the CSV file will be populated automatically with the extracted application identifiers data. ======================================== ARTICLE ID: 2230 TITLE: Regex Barcode NFC URL: https://kb.ventipix.com/knowledge-base/regex-barcode-nfc/ PUBLISHED: 2022-01-18 06:32:38 ---------------------------------------- If you have barcodes or NFC that follow a particular pattern, you can have the app match and extract certain bits of information using regular expressions (regex). The extracted data can then be used to populate other form fields automatically thereby saving time. To set this feature up, on the web app, first set up a Data Capture custom field. On the Data Capture spreadsheet, under the Answer Type choose Regex Barcode NFC. Under the Options column, enter a URL to a CSV file that contains the regular expressions that will match the data to be extracted and the name of the custom field to save the extracted data to. To set up the CSV, on your CSV program, you will need to set up two columns named Regex and Field respectively. On the Regex column, enter regular expression strings that will match the data you want. On the Field column, enter the name of your custom field that you want the extracted data to go to. Refer to the Data Capture Questions column for the names to use, as shown in the example below. The names can be anything you want. The CSV to associate with the custom field settings should now look like this example below. Save the CSV and upload it to the Documents page. Scroll to the Uploaded Files table, then copy the URL for the uploaded CSV file. On your Data Capture page, where you have the Answer Type set to Regex Barcode NFC, enter the copied URL under the Options column. Save the changes made. On your form, when scanning barcodes or NFC tags, the corresponding fields that were set up in the CSV file will be populated automatically with the matched data. Based on the regular expression strings used in the CSV example, the last 7 characters matched are used as the Product ID and the first 12 characters matched are used as the Serial Number. ======================================== ARTICLE ID: 2242 TITLE: GS1 Application Identifiers URL: https://kb.ventipix.com/knowledge-base/gs1-application-identifiers/ PUBLISHED: 2022-01-18 06:25:05 ---------------------------------------- Find the appropriate application identifier then copy the code to use with your CSV for the GS1 Barcode NFC feature. Main Identifiers Application Identifier Description Code Serial Shipping Container Code SSCC Global Trade Item Number GTIN GTIN of Contained Trade Items CONTENT Batch or Lot Number BATCH/LOT Variant Number VARIANT Serial Number SERIAL Additional Item Identification ADDITIONAL ID Customer Part Number CUST. PART NO. Made-to-Order Variation Number MTO VARIANT Packaging Component Number PCN Secondary Serial Number SECONDARY SERIAL Reference to Source Entity REF. TO SOURCE Global Document Type Identifier GDTI Global Coupon Number GCN Purchase Order Number ORDER NUMBER Global Identification Number for Consignment GINC Global Shipment Identification Number GSIN NATO Stock Number NSN Cellular Mobile Telephone Identifier CMT No Global Returnable Asset Identifier GRAI Global Individual Asset Identifier GIAI Identification of the Components of a Trade Item GCTIN Component / Part Identifier CPID Component / Part Identifier Serial Number CPID SERIAL Global Service Relation Number - Provider GSRN - PROVIDER Global Service Relation Number - Recipient GSRN - RECIPIENT Service Relation Instance Number SRIN Payment Slip Reference Number REF No Date-related Identifiers Application Identifier Description Code Production Date PROD DATE Due Date DUE DATE Packaging Date PACK DATE Best Before Date BEST BEFORE or BEST BY Sell By Date SELL BY Expiration Date USE BY OR EXPIRY Expiration Date and Time EXPIRY TIME Date and Time of Production PROD TIME Dimension-related Identifiers Application Identifier Description Code Length in Metres LENGTH (m) Width in Metres WIDTH (m) Height in Metres HEIGHT (m) Length in Inches LENGTH (i) Length in Feet LENGTH (f) Length in Yards LENGTH (y) Width in Inches WIDTH (i) Width in Feet WIDTH (f) Width in Yards WIDTH (y) Height in Inches HEIGHT (i) Height in Feet HEIGHT (f) Height in Yards HEIGHT (y) Logistic Length in Metres LENGTH (m) log Logistic Width in Metres WIDTH (m) log Logistic Height in Metres HEIGHT (m) log Logistic Length in Inches LENGTH (i) log Logistic Length in Feet LENGTH (f) log Logistic Length in Yards LENGTH (y) log Logistic Width in Inches WIDTH (i) log Logistic Width in Feet WIDTH (f) log Logistic Width in Yards WIDTH (y) log Logistic Height in Inches HEIGHT (i) log Logistic Height in Feet HEIGHT (f) log Logistic Height in Yards HEIGHT (y) log Dimension DIMENSIONS Area and volume-related Identifiers Application Identifier Description Code Area AREA (m2) Volume in Litres NET VOLUME (l) Volume in Cubic Metres NET VOLUME (m3) Area Square Metres AREA (m2) log Volume (litres) Log VOLUME (l) log Volume (cubic metres) Log VOLUME (m3) log Area Square Inches AREA (i2) Area Square Feet AREA (f2) Area Square Yard AREA (y2) Area Square Inches AREA (i2) log Area Square Feet AREA (f2) log Area Square Yards AREA (y2) log Net Weight Ounces NET VOLUME (oz) Net Weight Quarts NET VOLUME (q) Net Weight Gallons NET VOLUME (g) Logistic Volume Quart VOLUME (q) log Logistic Volume Gallon VOLUME (g) log Net Volume Cubic Inches VOLUME (i3) Net Volume Cubic Feet VOLUME (f3) Net Volume Cubic Yard VOLUME (y3) Logistic volume, cubic inches VOLUME (i3) log Logistic volume, cubic feet VOLUME (f3) log Logistic volume, cubic yards VOLUME (y3) log Delivery-related Identifiers Application Identifier Description Code Serial Shipping Container Code SSCC Global Shipment Identification Number GSIN Routing Code ROUTE Ship to - Deliver to Global Location Number SHIP TO LOC Ship for - Deliver for - Forward to Global Location Number SHIP FOR LOC Ship to - Deliver to Postal Code Within a Single Postal Authority SHIP TO POST Ship to - Deliver to Postal Code with ISO Country Code SHIP TO POST Country of Origin of a Trade Item ORIGIN Country of Initial Processing COUNTRY - INITIAL PROCESS. Country of Processing COUNTRY - PROCESS. Country of Disassembly COUNTRY - DISASSEMBLY Country Covering full Process Chain COUNTRY – FULL PROCESS Country Subdivision of Origin ORIGIN SUBDIVISION Inventory-related Identifiers Application Identifier Description Code Batch or Lot Number BATCH/LOT Variant Number VARIANT Consumer product variant CPV Made-to-Order Variation Number MTO VARIANT Count of Items VAR. COUNT Net weight NET WEIGHT (kg) Weight in Pounds NET WEIGHT (lb) Logistic Weight in Kilograms GROSS WEIGHT (kg) Logistic Weight in Pounds GROSS WEIGHT (lb) Net Weight Troy Ounce NET WEIGHT (t) Net Weight Ounces NET VOLUME (oz) Net Weight Quarts NET VOLUME (q) Net Weight Gallons NET VOLUME (g) Count of Trade Items COUNT Amount Payable AMOUNT Price PRICE Purchase Order Number ORDER NUMBER Purchased from Global Location Number PURCHASE FROM NATO Stock Number NSN Price Per Unit PRICE PER UNIT Other Identifiers Application Identifier Description Code GLN Extension Component GLN EXTENSION COMPONENT Active Potency ACTIVE POTENCY Company Internal Information INTERNAL Extended Packaging URL PRODUCT URL ======================================== ARTICLE ID: 1852 TITLE: Webhook Notifications URL: https://kb.ventipix.com/knowledge-base/webhook-notifications/ PUBLISHED: 2021-08-24 11:02:34 ---------------------------------------- Webhook Notification is a simple way that the platform can communicate with another server via HTTP. You would need a URL that can receive HTTP POST requests. The server receiving these requests can then perform other tasks with the data, such as sending emails, placing orders, etc. With the webhook notifications, you can receive notifications for new activities in your account such as new asset maintenance or when specific conditions are met, for instance, inventory quantities running low. Setting up Webhook Notifications From the Notifications page, go to Actions > Webhook Notifications. Alternatively, from the Apps page, go to the Webhook Notifications section. Click on the Settings button. Notification Types From the Settings page, two types of notifications can be set up. New Activity Notifications With new activity notifications, HTTP POST requests will be sent whenever a new activity takes place, for example, when a new record is added to maintenance. To set it up, choose New Activity under the Notification Type dropdown. After that, choose the service, e.g. asset maintenance, asset reservation, etc., then check the Enable Notification checkbox. Enter the URL where the POST requests should be sent. Conditional Notifications With conditional notifications, HTTP POST requests will be sent whenever a condition that you define is met. For example, you can have a POST request sent whenever an inventory quantity falls below a defined threshold. To set it up, choose Conditional under the Notification Type dropdown. Under the Services dropdown, choose the service you want to set the notifications for. The custom fields that belong to the chosen service will then be displayed. Find the field you want to set up a notification for, then select a condition that should be met. There are many condition options to choose from such as less than, greater than, equal to, contains, etc. On the next field, indicate the value that should be met. You can choose an existing custom field, or type your values. Multiple values are accepted. Finally, enter the URL where the POST requests should be sent. For example, if you want to be notified about low inventory, and you have a custom field that records the quantity (e.g. Quantity), and another that records the minimum level (e.g. Re-order Point), then you would set up the notification like so. Find the custom field named Quantity. Under the conditions section, choose Less Than. In the subsequent section, choose the custom field Re-order point. Check the Enable Notification checkbox. Enter the URL where the POST request should be sent. Modifying the notification From the Notifications page, go to the Notifications table. Find the notification you want to modify. Under the Actions column, go to Edit. To pause the notification, change its status to Inactive. ======================================== ARTICLE ID: 1841 TITLE: Push Notifications URL: https://kb.ventipix.com/knowledge-base/push-notifications/ PUBLISHED: 2021-08-24 10:19:27 ---------------------------------------- Push notifications are dismissable browser pop-up messages on desktops or mobile devices regardless of whether one is logged in to an account or has the browser opened. On mobile devices, the notifications behave the same as SMS notifications. You can receive notifications for new activities in your account such as a new asset check-in or when specific conditions are met, for instance, inventory quantities running low. These notifications are specific to a user's browser, therefore each user who is interested in receiving them would need to set up his/her notification. These push notifications, on desktops, are supported on Chrome, Firefox, Opera, and Edge browsers. On mobile devices, only Android OS supports them at this time. The notifications will only be displayed on the last device on which they were enabled. Setting up Push Notifications First-time setup From the Apps page, go to the Push Notifications section. Click on the Enable Notification button, then follow the browser prompts to grant the access permissions. Once that's done, click on the Settings button. Subsequent setups From the Notifications page, go to Actions > Push Notifications. Notification Types From the Push Settings page, two types of notifications can be set up. New Activity Notifications These notifications will be displayed whenever a new activity takes place, for example, when an asset check-in is made. To set it up, choose New Activity under the Notification Type dropdown. After that, choose the service, e.g. asset maintenance, asset reservation, etc., then check the Enable Notification checkbox. Thereafter, select where the notifications should be displayed, e.g. on mobile devices, desktops, or both. Conditional Notifications These notifications will be displayed whenever a condition that you define is met. For example, you can have an alert displayed whenever an inventory quantity falls below a defined threshold. To set it up, choose Conditional under the Notification Type dropdown. Under the Services dropdown, choose the service you want to set the notifications for. The custom fields that belong to the chosen service will then be displayed. Find the field you want to set up a notification for, then select a condition that should be met. There are many condition options to choose from such as less than, greater than, equal to, etc. On the next field, indicate the value that should be met. You can choose an existing custom field, or type your values. Multiple values are accepted. Finally, enable the notification then choose the device the notification should be shown on. For example, if you want to be notified about low inventory, and you have a custom field that records the quantity (e.g. Quantity), and another that records the minimum level (e.g. Re-order Point), then you would set up the notification like so. Find the custom field named Quantity Under the conditions section, choose Less Than. In the subsequent section, choose the custom field Re-order point Check the Enable Notification checkbox Choose the device where the notifications should be displayed Mobile Notifications To set up mobile notifications, at the top of the page, go to Actions, then choose Setup Mobile Notifications. Scan the QR code that will be displayed. The QR code will take you to a mobile page where you can then enable the notification. Modifying the notification From the Notifications page, go to the Notifications table. Find the notification you want to modify. Under the Actions column, go to Edit. To pause the notification, change its status to Inactive. ======================================== ARTICLE ID: 1808 TITLE: Searching For Data URL: https://kb.ventipix.com/knowledge-base/searching-for-data/ PUBLISHED: 2021-05-19 12:40:50 ---------------------------------------- Generic Search To search for a record from the fields shown on the table, enter the search term on the Search For field then press Enter. To change what the table displays, go to Options > Change Displayed Columns. Specific Search To be specific about the search, in the Search In field, choose the fields where the search should be made. Conditional Search You can search for records that meet certain conditions based on their data types. Text Data Type This data type works for all characters. The search conditions can be specified to match either the end, the beginning, or part of the searched record. Number Data Type This data type only works for numeric characters. The search conditions can be specified to either be within a defined range, greater, less, or equal to a specific value. With Data Formatting, you can change some data to be displayed on the table with numeric values. Date Data Type This data type only works for dates in YYYY-MM-DD format. The search conditions can be specified to either be within a defined range, before, after or equal to a specific date. Multi-column Filtering Once a search has been made, and the results are displayed on the table, you can further filter the data within the columns you're interested in. To do so, scroll to the bottom of the table, then enter the text that should be searched. After that press Enter. Multiple texts/tags can be specified. If you're working with numeric data, you can prepend ">" for greater than, "<" for less than, and "=" for equal to. For example: Filter results greater than 100 If working with dates, you can also prepend ">" for after, "<" for before, and "=" for equal to the searched date. For example: Filter results before 2020/05/01 Single-column Filtering By default, the filtering works across multiple columns. This may yield undesired results if you want the results to only focus on a single column. To change this behavior, under the Actions column, click on the "Cog/Gear" icon. In the pop-up that then appears, select the Filter on single columns individually option. Searching On The Smartphone App Search - search results on the mobile device On the smartphone app, go to the Services page, then scroll down to Search Records. On the new screen, specify your search parameters. Barcodes and NFC tags can also be scanned to input the search value. Scan To Search - search results on the web app Scan to search is a feature that enables you to use the smartphone app to scan barcodes or read NFC tags, then have the results of the scans searched on the web app. To use this feature, on a table with a search button as shown below, click on the arrow to expose the menu. Select, "Use The Smartphone App". In the prompt that appears, click on Continue. On the smartphone app, under the Services page, go to the Scan To Search option. Fill out the form. Under the Choose A Page field, choose the name of the page that you have on the web browser. For example, if you have the "tagged asset"s page opened on the browser, select "tagged assets" under this field. Under the Search In field, choose which custom field that the search should be made in. Under the Search Context: when the Single Record option is selected, a single search will be made from the entire records, and the results displayed immediately.when the Multiple Records option is selected, the entire records will be searched with each subsequent barcode scan or NFC tap made. This option is slow when there are many records available on the table.when the Filtered Records option is selected, a search will be made from the available pre-filtered results. For example, you could manually search and filter the table to show only assets with a certain brand, then search for barcodes or NFC data within this pre-filtered data. Searching For Barcodes Using Webcams You can scan UPC-A, UPC-E, EAN-8, EAN-13, Code 39, QR Code, Data Matrix, Aztec, or PDF 417 barcodes using a webcam. To use this feature, on a table with a search button as shown below, click on the arrow to expose the menu, then choose Use A Webcam. On the prompt that then appears, choose the video source under the Webcam Source. Under the Search In field, choose which custom field that the search should be made in. Under the Search Context: when the Single Record option is selected, a single search will be made from the entire records, and the results displayed immediately.when the Multiple Records option is selected, the entire records will be searched with each subsequent barcode scan made. This option is slow when there are many records available.when the Filtered Records option is selected, a search will be made from the available pre-filtered results. For example, you could manually search and filter the table to show only assets with a certain status, then search for barcodes within this pre-filtered data. ======================================== ARTICLE ID: 1716 TITLE: Managing Inventory Locations URL: https://kb.ventipix.com/knowledge-base/managing-inventory-locations/ PUBLISHED: 2021-03-09 06:26:32 ---------------------------------------- Overview An inventory can be associated with multiple location attributes. These attributes are taken into account whenever inventory adjustments are made. Each inventory record, therefore, needs to have one of the location's attributes as part of its record. To manage inventory locations go to Manage Inventory > Inventory page. From the table, go to Options > Manage Locations. The simplest way to set up inventory locations for all your inventory services is to use the Static Dropdown method outlined below. Top-level Location This is the main location attribute that an inventory should be associated with. Option 1: Static Dropdown With Static Dropdown, type and enter values (press Enter key on your keyboard) of the location names, or select from the available options if such data is coming from an integration such as Shopify or Square. Under the Default Location field, you can define what location value, from the available location options, should be used if none is provided when inventory adjustments are made. On the forms, the location attributes will be shown as a simple dropdown. Option 2: Dynamic Dropdown With Dynamic Dropdown, data would come from a CSV file with the location data. Then, when a location value is selected, the dropdown would populate other linked dropdowns with corresponding data. Prepare a CSV file with data as shown in the sample below. Download the example spreadsheet When composing the CSV file: the first row should have titles, as shown above, e.g Location, Racks, Bins, etc. A title named Location is mandatory. Other row titles can be anything you want. data that should dynamically appear on linked dropdowns need to be separated with commas, e.g the Racks or the Bins cells as displayed above. In your account, upload the CSV file. From the uploaded documents table, click on the Actions menu, then copy the URL. On the location setup form, under URL, paste the URL that was copied. Under the Default Location field, you can define what location value, from the available location options, should be used if none is provided when inventory adjustments are made. On the forms, a location dropdown, as shown below, would be displayed. By clicking on the Get Options button, the dropdown options would be retrieved from the associated CSV file. Adding Extra Location Dimensions If applicable, more location attributes can be defined that relate to the top-level location. As with the top-level location, location data can be derived from different sources. Option 1: Static Dropdown Under the Custom Field Name field, enter a title, e.g. Rack. For the Answer Type, choose Static Dropdown. Under the Dropdown Options section, enter comma-separated values of the location attributes. Under the Default Location, you can optionally enter one of the available options that should be used if none is provided when inventory adjustments are made. More location dimensions can be added by repeating the same steps. On the forms, the new location dimension would be displayed as shown below. Option 2: Dynamic Dropdown To use this option, you need to first set up Dynamic Dropdown for the top-level locations. For each of the top-level locations, a corresponding comma-separated location attribute is required, as shown in the "Racks" or "Bins" columns. Download the example spreadsheet On the form, fill out the fields as described below. Under the Custom Field Name field, enter a title, e.g. Racks. For the Answer Type, choose Dynamic Dropdown. Under the Default Location, you can optionally enter one of the available options that should be used if none is provided when inventory adjustments are made. On the forms, the location dimension would be displayed as a dropdown, as shown below. As this location dimension dropdown works with the top-level dynamic dropdown, its options would be set dynamically based on the option choice selected from the location dropdown. For example, choosing Warehouse A from the Location dropdown, the Racks dropdown will have A1, A2, A3, and A4 as its options. If Warehouse B is chosen, the Racks dropdown will then dynamically have B1, B2, and B3 as its options. Option 3: Barcodes or NFC Tags If you're using barcoded or NFC-tagged location attributes, choose the Barcode / NFC option as the Answer Type. Whatever value is scanned should exist as an attribute for the existing inventory records. Managing Extra Location Dimensions From the Manage Extra Location Dimensions tab, existing location attributes will be listed with options to edit/view or delete. Inventory Transfer Locations When doing inventory transfers, in order to distinguish between the origin and the destination locations, the app prefixes verbs, on the location name attributes, that denote the correct location. You can update these verbs, or use the default ones. When displayed, the form labels would look like the sample below. ======================================== ARTICLE ID: 1698 TITLE: How To Setup Dynamic Dropdowns URL: https://kb.ventipix.com/knowledge-base/how-to-setup-dynamic-dropdowns/ PUBLISHED: 2021-03-04 13:10:59 ---------------------------------------- Overview This data capture setting can be used when you want other dropdowns or text fields to be populated dynamically based on the selected value of the dynamic dropdown. For example, if you have one dropdown with the names of cars, you can have another dropdown with the models dynamically populated based on the selected make of the car. The Setup Dynamic Dropdown First, compose the CSV file with data that should be used on the dropdown and other text input form fields. Example CSV data: When composing the CSV file: the first row should have titles, as shown above, e.g Make, Model, etc.data that should dynamically appear on linked dropdowns need to be separated with commas, e.g the Model or the Transmission cells as displayed above In your account, upload the CSV file. From the uploaded documents table, click on the Actions menu, then copy the URL. From the Data Capture page, create a new row with similar settings shown: Under the Questions column, enter a title that matches the row title in your CSV file. For example, "Make". The app will then fetch all the corresponding data under the chosen row, and display them as dropdown options. For example: Under the Answer Type, column, choose Dynamic Dropdown. Under the Options column, paste the URL that was copied earlier from the uploaded CSV file. Linked Dropdown Linked Dropdowns are dropdown fields that will be populated automatically based on the selection made from an associated Dynamic Dropdown. For example, when a make of car is selected, its corresponding models will be displayed. From the same Data Capture page, create a new row with similar settings as shown below. Under the Questions column, enter a title that corresponds to a row title in your CSV file that should be used for populating dropdowns that are associated with the Dynamic Dropdown data set up as aforementioned. For example, "Models". Note - the CSV data under that column should be comma-separated. You can also create multiple linked dropdowns. Under the Answer Type column, choose Linked Dropdown. Under the Options column, enter the title that should be associated with the Dynamic Dropdown setting. For example "Make". When the app then displays the dropdowns, if you select "BMW" under "Make" as shown: The associated "Models" dropdown will be populated with data from the "Models" column in your CSV file, that matches the selected BMW option. Text Input Fields Text input fields can also be automatically populated based on the selection made from the Dynamic Dropdown menu. This will only work as long as you have a text-based custom field that matches a CSV title from the associated CSV file. Under the Questions column, enter the matching CSV title, e.g "Year". Under the Answer Type, choose Text. When you then make a selection e.g, "Ford", the "Year" input field would be populated automatically. ======================================== ARTICLE ID: 1654 TITLE: Costings URL: https://kb.ventipix.com/knowledge-base/costings/ PUBLISHED: 2021-01-04 12:39:40 ---------------------------------------- Overview The costings feature enables you to track the costs involved in the procurement, maintenance, and disposal of assets or inventory. Before recording costs, first set up cost categories. Recording Costs From the Web App From either the Tagged Assets, Inventory, Goods Dispatched, or WIP tables, find the record in question, then go to its Actions menu > Add Costings. Alternatively, costings can be added to multiple records by using the table's bulk action menus found at the top of the table, for example, Add Costings. On the new Costings page, fill out the form with the desired details. On the form, under the Cost Category, choose a category that has been set up. Under the Cost Types, choose the cost types associated with the chosen category, enter their description if needed, and then specify their costs. Under the Image Upload section, you can upload images of receipts, or any other supporting document, in PNG or JPG formats. From the Smartphone App To record costs from the smartphone apps, log in then go to the Costings section and tap on the Cost Tracking option. On the Costings page, select a service, then choose a category associated with it. After that, you can either scan a barcode, tap an NFC tag, or search for the item that you need to associate the costings with. Sections to record costing types will then be displayed. In these sections, choose a costing type, enter a description if necessary, and then enter the cost amount. More costing sections can be added by tapping the "plus" button. Each section can also be removed by tapping on the "Remove Section" button. Under the Image section, you can take pictures of receipts, etc. Managing Recorded Costings Viewing Costings To view recorded costings, go to the Cost Categories page, then find the desired category. Under its Action menu, go to View Costings. Exporting Costings From the View Costings page, go to the Options menu at the top of the table, then choose one of the Export functions. Editing Costings From the View Costings page, go to the Actions menu of a record, then go to Edit Costings. ======================================== ARTICLE ID: 1644 TITLE: Cost Categories URL: https://kb.ventipix.com/knowledge-base/cost-categories/ PUBLISHED: 2021-01-04 12:20:39 ---------------------------------------- Creating Categories In order to track costs associated with the acquisition, maintenance, and disposal of products or services, you first need to set up categories that hold the types of costs. You can create multiple categories that capture different types of costs. From the Options menu on the tables, click on the Cost Categories link. On the Cost Categories page, click on the Actions > New Category button. On the Cost Settings page, fill out the form in accordance with the instructions below. Title: in this field, enter a desired description of the cost category. What you specify here will be shown in other sections of the app. Cost Types: in this section, specify the different types of costs involved. Cost Type - enter a short description to identify the cost type.Option - indicate whether the cost type is fixed or variable. Total - if the cost type is fixed, enter the amount in this section. For the section under the Cost Type fields, depending on the type of service associated with the cost settings, you will need to have custom fields that have an Answer Type set up as either hidden or numeric. From the example above, a corresponding data capture setting for "Maintenance Cost" would look like so: Numeric Answer Type example Hidden Answer Type example, with the Option set to 0. These custom fields will be used to hold the total results of the costing calculations. Under the Synced Field Adjustments Type section, choose how the sum total of the cost types will be recorded, and what adjustment should be made to the custom field that holds the results of the calculations. Under the Currency section, choose your desired currency. Viewing Category Data To view a category's data, go to the Cost Tracking page. On the Cost Tracking page, use the Select A Service dropdown to select the appropriate service data to view. The categories will then be displayed on the table. Exporting Data From the Cost Categories table, go to the Options menu, then choose the desired Export functions. Viewing Reports To view the reports, choose a category on the Cost Categories table, then go to its Actions > View Reports. Viewing Costings To view the costings under each category, on the Cost Category table, choose the category then go to its Actions > View Costings option. Making Changes To edit a category, on the Cost Category table, choose the category then go to its Actions > Edit option. ======================================== ARTICLE ID: 1639 TITLE: Account URL: https://kb.ventipix.com/knowledge-base/account/ PUBLISHED: 2020-12-04 08:18:25 ---------------------------------------- Account Security Passkeys - Secure Passwordless Authentication Passkeys are digital credentials that replaces passwords for authenticating users on websites and apps. They offer a faster, easier, and more secure sign-in experience compared to traditional passwords. They're incredibly easy to use and intuitive, eliminating the need for complicated password creation processes and the hassle of remembering them. Plus, they're unique to each website or application, so you don't have to worry about someone using your passkey to access other services. Passkeys use cryptographic key pairs, with the private key stored on the user's device and the public key on the website or app's servers. This means that a user can sign in using a biometric such as a fingerprint or facial recognition, or a PIN or pattern, instead of a password. Passkeys are available on both the web and the smartphone app, so you can have smartphone app users and web app sub-users register for them. To set up one for your web account, go to the Profiles page > Security > Actions > Add a Passkey. To set up another for the smartphone app, swipe left > Security > Enable Passkeys. To require your subusers and smartphone users to use passkeys when setting up their accounts, choose Passkeys under the Login Method. Two-factor Authentication Two-factor authentication (2FA) is an identity and access management security method that requires two forms of identification to gain access to an account. If logging in with a password, you can enable two-factor authentication, which will require you to enter a one-time code from a Google or Microsoft Authenticator app. Two-step authentication is available for the web app users who log in using passwords. To set it up, from the Profiles page, go to the Password tab, then select the Enable Two-Factor Authentication option. Note - you'll need to use Google's or Microsoft's authenticator apps to scan the QR code displayed, then get the code to use on the form. Biometric Security On the smartphone app, you can enable fingerprint or face ID login. To do so, swipe left > Security > Enable Fingerprint / Face ID login. Note - passkeys offer this layer of security. Single Sign On On both the smartphone and web app, users can log in using their Google, Microsoft, Apple, LinkedIn or QuickBooks account. When setting up accounts for others, you can enforce a single sign-on as a login method. Subscriptions You can upgrade, downgrade, or cancel your subscription at any time. To cancel a subscription, go to the Invoices page, then go the Actions menu. Account Closure To close your account, fill out the form on this page, then follow the further prompts shown. ======================================== ARTICLE ID: 1603 TITLE: Generating And Printing Barcodes URL: https://kb.ventipix.com/knowledge-base/generating-and-printing-barcodes/ PUBLISHED: 2020-11-09 05:48:16 ---------------------------------------- To generate barcodes, go to the Barcodes & Print page, then follow the steps on the wizard. Note - you may find it easier to use the printer's own software for generating and printing barcodes as opposed to following the steps below. Initial Steps Install Java 7 or higher. Download and install the QZ Tray application on your computer (compatible with Windows, Mac OS X, Linux). Once installed, from then henceforth, ensure that the QZ Tray is running before proceeding with the wizard steps mentioned below. Depending on the version of the QZ Tray application (available as either Free or Premium) that you're using, you will need to constantly grant the application permissions to perform certain actions, whenever prompted. The prompts on the free QZ Tray version may appear repetitive, but that's how that application works. On the free version, the "Remember this decision" option does not work with the "Allow" decision. Printers The QZ Tray application supports printing on thermal and inkjet/deskjet printers. The type of printing formats falls under two categories: raw printing pixel printing Raw Printing Many thermal printers (such as Zebra or Epson manufactured printers) need special raw printer commands sent to them in order to perform certain functions such as barcode printing. For most printers, look for a technical specification or guide that refers to ZPL, EPL, ESCP, FGL, CPCL, EPCL. Note, ZPLII, EPL2, ESC/POS are, for the most part, synonymous with their abbreviated counterparts. If your printer specification lists ESC/POS Emulation or ZPL Emulation, then Raw Printing will also work. Pixel Printing Pixel Printing format is more common for LaserJet or Deskjet printers. On the wizard, under the Available Printers step, choose the printer that QZ Tray has detected. Alternatively, if using a network printer, enter its IP address and port number. After that, choose the type of printer it is or the type of printing format being used. Printer Settings Under the Printer Settings step, depending on the type of printer chosen, you will see a list of options that can be customized to fine-tune the printing. Raw Printing example Pixel Printing example Barcode Settings Under the Barcode Settings step, you can generate barcodes in many 1D or 2D formats, including QR codes, Datamatrix, etc. Once these barcodes are generated, you would either need to scan them to associate them with an asset or inventory. Alternatively, if you know what data is on the barcode, you could import them from a CSV file, where the asset or inventory record association has already been made. Smartphone compatibility First, indicate whether the barcode generated should be compatible with our iOS or Android smartphone app. Data to encode Arbitrary data You can choose to generate barcodes that have arbitrary sequential or unique random data. This works fine for 2D barcodes such as QR codes, but for 1D barcodes, you need to ensure that the encoded data matches the barcode's data specification. For example, the length of characters to encode, type of data to encode will be different with each 1D barcode. Pre-defined data If you have your own barcode data, you can enter them on the text field on the form. Each barcode data should be on a single line. Existing data If you already have asset or inventory records in your account, you can have the app encode its barcode values. From the assets or inventories table, you can also choose and select the records you want their barcode values printed. Preview & Print Under the Preview & Print step, you can adjust the barcode settings such as width, height, padding, size, number of barcodes per row, etc. Actions Under the Actions section, you can choose to preview, test print, or print all the barcodes. Preview Before printing the barcodes, we recommend first reviewing it so that any necessary adjustments should be made. The preview will only show a single barcode. Test Print Before printing the entire barcodes, you may want to first do a test print to see if all is okay. Print All This action will print all the barcode data. You will not be able to see, on the page, what is being printed. ======================================== ARTICLE ID: 1513 TITLE: Working with Power Automate URL: https://kb.ventipix.com/knowledge-base/working-with-power-automate/ PUBLISHED: 2020-07-29 18:44:58 ---------------------------------------- Connectors A connector allows an underlying service to talk to Microsoft Power Automate, Microsoft Power Apps, and Azure Logic Apps. It provides a way for you to connect your account's data and leverage a set of pre-built actions and triggers that enables you to create automated workflows. Finding our connector Our Power Automate connector is named "Ventipix Asset and Inventory". During your workflow setup, search for "Ventipix" in the search box. Using our connector Our connector supports two operations for many of the services. These operations can be found under the Actions menu of the connector. Create an asset or inventory record operation This operation, depending on the service chosen, enables you to automate the creation of an asset or inventory record using data outputs from other flows. For example, you could have Power Automate read rows from an Excel Online spreadsheet or a Google Sheet, then use those row data to create records in your asset & inventory account. Further information on how to set up such automated workflows are under the services topics. Retrieve an asset or inventory record operation This operation enables you to find data of a given record and service, using its barcode or NFC Tag value. With inventory records, Location can also be used to find the exact record for a particular location. The data output from the retrieved record can then be used with other workflow operations. For example, you could have Power Automate read data from a Google Calendar. The data output from Google calendar could then be used to retrieve an inventory record. The data output from the retrieved record could then be used to compose an email for an automated notification, so on and so forth. Composed email message example Setting up authentication In order for Microsoft Power Automate to connect to your account, authentication is needed. We use API keys for the authentication. To obtain the key, go to your Profile page. On your Profile page, go to the API tab. If you haven’t generated a key before, click on the Get API Key button. A short string composed of random characters will be generated. Click on the Copy button to copy it and paste it in your Power Automate account when prompted to do so. Note – subsequent clicks on the Get API key button, will invalidate the previously generated keys. ======================================== ARTICLE ID: 1497 TITLE: Upcoming date notifications with Microsoft Power Automate URL: https://kb.ventipix.com/knowledge-base/upcoming-date-notifications-with-microsoft-power-automate/ PUBLISHED: 2020-07-29 12:13:04 ---------------------------------------- Overview This integration (flow) will enable you to create automated email notifications using Microsoft Power Automate (Microsoft Flow), whenever an asset or inventory has an important upcoming date. Prerequisites In order to set this flow up, you will need: the source of the asset or inventory data e.g Excel Online or Google Sheets. You can simply export your asset or inventory data from your account then import them to the relevant platforms.custom field that captures the upcoming date, e.g an expiry date.a Microsoft Power Automate account Preparations Exporting the asset or inventory data From your account, go to Manage Assets > Tagged Assets or Manage Inventory > Inventory. On the table, go to Options > Export Data. Setting up required custom fields In your Tagged Assets or Inventory Data Capture settings, set up the field for capturing the date. Importing the data On Excel Online If you are using Excel Online, upload the exported CSV file to your One Drive, then open it. Once opened, insert a table by selecting all the records then go to Insert > Table. In the prompt that appears, ensure "My tables has headers" checkbox is selected. Under the Table Tools menu, click on Design, then change the Table Name to something more recognizable, as it will be need on further steps. On Google Sheets If you are using Google Sheets, upload the exported CSV file to your Google Drive. Setting up the automation In your Power Automate account, go to My Flows. On the new page, click on New, then choose Scheduled - from blank. In the prompt that will appear, enter a title for the flow, e.g "Due Date Alert". Then, specify how often you would like to receive notifications,e.g once per day. On the new page, click on the New Step button, then depending on your choice, search, and select Excel or Google Sheets connector. Excel Example Under Excel Actions, choose "List rows present in a table". Excel example If using Google Sheets, you would choose "Get rows", then follow the prompts to choose the location of the file, and sheet. Google Sheets example With Excel, you would then be presented with a prompt to choose the location of the file, and the name of the table. Once that is done, click on the New Step button, then search for "Ventipix Asset & Inventory" connector. Under its Actions menu, choose "Retrieve an asset or inventory record". In the new prompt, under "Select a service", choose "Asset Tagging" or "Inventory Tagging". In the Barcode/NFC Tag value field, choose Dynamic content then select "Barcode/NFC Tag Id" field from the spreadsheet's title names. After selecting the "Barcode/NFC Tag ID" dynamic content, you will be presented with an "Apply to each" prompt. Simply click on Add an action button. In the new prompt, search for "Control" connector, then choose "Condition". Under the Condition settings, on the left-hand side, search and choose the custom field that was set up earlier, e.g the Warranty Expiry Date. Under the same Condition settings, on the right-hand side, switch from Dynamic content to Expression. In the Expression's text box, enter : formatDateTime(addDays(utcNow(), 3),'yyyy-MM-dd') The number "3" in the expression above denotes the number of days that should be used to check whether an item is due or overdue. This number can be adjusted to suit your needs. The expression "yyyy-MM-dd', denotes the date format your Warrant Expiry Date is in. By default, when recording dates, the platform uses ISO 8601 format, e.g 2020-01-30. If your due dates are in other formats, adjust that expression accordingly. In the end, the Condition settings should look like this: When Power Automate sees the condition is met, you want to set it up to follow the "Yes" branch. Click on the Add an action button then choose a Mail connector. Under your preferred mail connector's Actions menu, choose the option that sends emails. For example: After that compose the message using dynamic content fields. For example: Once that's done, save the flow set up, ensure there are no warnings under the flow checker, then test. The expected results, as long as the conditions are met, would be an email should be sent to the recipient. Note - under the "yes" branch, you can still add more actions such as, have a new spreadsheet created with all the notified custodians or have the checked out items deleted from the source spreadsheet, etc. ======================================== ARTICLE ID: 1479 TITLE: Due or Overdue notifications with Microsoft Power Automate URL: https://kb.ventipix.com/knowledge-base/due-or-overdue-notifications-with-microsoft-power-automate/ PUBLISHED: 2020-07-28 19:11:37 ---------------------------------------- Overview This integration (flow) will enable you to create automated email notifications using Microsoft Power Automate (Microsoft Flow), whenever checked-out assets are either due or overdue. Prerequisites In order to set this flow up, you will need: the source of the checked-out assets data e.g Excel Online or Google Sheets. You can simply export your checked-out asset data from your account then import them to the relevant platforms.asset custom fields that capture the due date and the custodian's email address.a Microsoft Power Automate account Preparations Exporting the checked-out asset data From your account, go to Manage Assets > Check out. On the table, go to Options > Export Data. Setting up required custom fields In your Inventory Data Capture settings, set up two fields; one for recording the due date e.g Due Date, and the other for recording the custodian's email address, e.g Custodian's Email. When checking out assets, those two fields should be populated accordingly, for each asset record. Importing the asset data On Excel Online If you are using Excel Online, upload the exported CSV file to your One Drive, then open it. Once opened, insert a table by selecting all the records then go to Insert > Table. In the prompt that appears, ensure "My tables has headers" checkbox is selected. Under the Table Tools menu, click on Design, then change the Table Name to something more recognizable, as it will be need on further steps. On Google Sheets If you are using Google Sheets, upload the exported CSV file to your Google Drive. Setting up the automation In your Power Automate account, go to My Flows. On the new page, click on New, then choose Scheduled - from blank. In the prompt that will appear, enter a title for the flow, e.g "Asset Due Date Alert". Then, specify how often you would like to receive notifications,e.g once per day. On the new page, click on the New Step button, then depending on your choice, search, and select Excel or Google Sheets connector. Excel Example Under Excel Actions, choose "List rows present in a table". Excel example If using Google Sheets, you would choose "Get rows", then follow the prompts to choose the location of the file, and sheet. Google Sheets example With Excel, you would then be presented with a prompt to choose the location of the file, and the name of the table. Once that is done, click on the New Step button, then search for "Ventipix Asset & Inventory" connector. Under its Actions menu, choose "Retrieve an asset or inventory record". In the new prompt, under "Select a service", choose "Asset Checkout". In the Barcode/NFC Tag value field, choose Dynamic content then select "Barcode/NFC Tag Id" field from the spreadsheet's title names. After selecting the "Barcode/NFC Tag ID" dynamic content, you will be presented with an "Apply to each" prompt. Simply click on Add an action button. In the new prompt, search for "Control" connector, then choose "Condition". Under the Condition settings, on the left-hand side, search and choose the custom field that was set up earlier, i.e the Due Date. Under the same Condition settings, on the right-hand side, switch from Dynamic content to Expression. In the Expression's text box, enter : formatDateTime(addDays(utcNow(), 3),'yyyy-MM-dd') The number "3" in the expression above denotes the number of days that should be used to check whether an item is due or overdue. This number can be adjusted to suit your needs. The expression "yyyy-MM-dd', denotes the date format your Due Date is in. By default, when recording dates, the platform uses ISO 8601 format, e.g 2020-01-30. If your due dates are in other formats, adjust that expression accordingly. To set up notifications for due items, the Condition settings should look like this: On the other hand, to set up notifications for overdue items, the Condition settings should look like this: When Power Automate sees the condition is met, you want to set it up to follow the "Yes" branch. Click on the Add an action button then choose a Mail connector. Under your preferred mail connector's Actions menu, choose the option that sends emails. For example: After that compose the message using dynamic content fields. For example: Once that's done, save the flow set up, ensure there are no warnings under the flow checker, then test. The expected results, as long as the conditions are met, would be an email should be sent to the custodians. Note - under the "yes" branch, you can still add more actions such as, have a new spreadsheet created with all the notified custodians or have the checked out items deleted from the source spreadsheet, etc. ======================================== ARTICLE ID: 1445 TITLE: Inventory Threshold Notification with Microsoft Power Automate URL: https://kb.ventipix.com/knowledge-base/inventory-threshold-notification-with-microsoft-power-automate/ PUBLISHED: 2020-07-28 13:42:28 ---------------------------------------- Overview This integration (flow) will enable you to create automated email notifications using Microsoft Power Automate (Microsoft Flow), whenever your inventory stock level falls below a pre-defined threshold. Prerequisites In order to set this flow up, you will need: the source of inventory data e.g Excel Online or Google Sheets. You can simply export your inventory data from your account then import them to the relevant platforms.inventory custom fields that capture the stock and the threshold levelsa Microsoft Power Automate account Preparations Exporting the inventory data From your account, go to Manage Inventory > Inventory. On the table, go to Options > Export Inventory Data. Setting up required custom fields In your Inventory Data Capture settings, set up two fields; one for recording the stock level e.g Quantity, and the other for recording the threshold level, e.g Reorder Point. When adding inventory data to your account, those two fields should be populated accordingly, for each inventory record. Importing the inventory data On Excel Online If you are using Excel Online, upload the exported CSV file to your One Drive, then open it. Once opened, insert a table by selecting all the records then go to Insert > Table. In the prompt that appears, ensure "My tables has headers" checkbox is selected. Under the Table Tools menu, click on Design, then change the Table Name to something more recognizable, as it will be need on further steps. On Google Sheets If you are using Google Sheets, upload the exported CSV file to your Google Drive. Setting up the automation In your Power Automate account, go to My Flows. On the new page, click on New, then choose Scheduled - from blank. In the prompt that will appear, enter a title for the flow, e.g "Inventory Threshold alert". Then, specify how often you would like to receive notifications,e.g once per day. On the new page, click on the New Step button, then depending on your choice, search, and select Excel or Google Sheets connector. Excel Example Under Excel Actions, choose "List rows present in a table". Excel example If using Google Sheets, you would choose "Get rows", then follow the prompts to choose the location of the file, and sheet. Google Sheets example With Excel, you would then be presented with a prompt to choose the location of the file, and the name of the table. Once that is done, click on the New Step button, then search for "Ventipix Asset & Inventory" connector. Under its Actions menu, choose "Retrieve an asset or inventory record". In the new prompt, under "Select a service", choose "Inventory tagging /Import Inventory". In the Barcode/NFC Tag value field, choose Dynamic content then select "Barcode/NFC Tag Id" field from the spreadsheet's title names. After selecting the "Barcode/NFC Tag ID" dynamic content, you will be presented with an "Apply to each" prompt. Expand the "Retrieve an asset or inventory record" prompt by clicking on the same title. If your inventory data have location values, repeat the same step of choosing dynamic content for the "Location" field. Once that is done, click on Add an action button. In the new prompt, search for "Control" connector, then choose "Condition". Under the Condition settings, you will want to search and choose the custom fields that were set up earlier, i.e Quantity, and Reorder point. In the end, you should have it set up like so: When Quantity is less than reorder point, then further actions should take place. When Power Automate sees the condition is met, you want to set it up to follow the "Yes" branch. Click on the Add an action button then choose a Mail connector. Under your preferred mail connector's Actions menu, choose the option that sends emails. For example: After that compose the message using dynamic content fields. For example: Once that's done, save the flow set up, ensure there are no warnings under the flow checker, then test. The expected results, as long as the conditions are met, would be an email should be sent. From then on, as you reduce inventory in your account, the actions you have under the "yes" branch will be processed accordingly. Note - under the "yes" branch, you can still add more actions such as, have a new spreadsheet created with all the low inventory items or have the low inventory items deleted from the source spreadsheet, etc. ======================================== ARTICLE ID: 1433 TITLE: Asset Depreciation URL: https://kb.ventipix.com/knowledge-base/asset-depreciation/ PUBLISHED: 2020-07-07 14:54:30 ---------------------------------------- Depreciation Methods The platform supports depreciation calculations using the Straight-Line, Declining Balance (with a depreciation factor of 1.5), and the Double Declining Balance methods (with a depreciation factor of 2). The current period's depreciation expense will be shown in a custom field that you create. Preliminaries You need to create a couple of custom fields that will be used for the calculations. Go to the Tagged Assets data capture page. On there, create the following fields. A field, e.g "Depreciation Expense", for showing the depreciation expense calculation results for the current period. This field should have the Answer Type, "Hidden".A field, e.g "Service Date", with the Answer Type, "Date", that indicates when the assets were placed in service.A field, e.g "Asset Cost", with the Answer Type, "Numeric", that indicates the original value of your asset or the depreciable cost; the necessary amount expended to get the assets ready for their intended use.A field, e.g "Salvage Value", with the Answer Type, "Numeric", that indicates the value of the assets at the end of their useful life; also known as residual value or scrap value.A field, e.g "Useful Life", with the Answer Type, "Numeric", that indicates the expected time that the assets will be productive for their expected purpose. Once all of those custom fields above have been set up, go to the Manage Assets > Tagged Assets table. On the table, click on the Format button. On the Data Formatting page, scroll to the Depreciation Fields section. Under the Depreciation Method, choose either straight-line, declining balance, or double declining balance. Under the Date Format, choose the date format that is used to record the date assets were placed in service. Under the Currency Name, choose the currency the calculation results should be shown in. Under the Depreciation Results field, choose the name of the hidden field that was set up as per the aforementioned instructions. Under the Placed in Service Date, Asset Cost, Useful Life, and Salvage Value fields choose the corresponding custom fields that were created to capture the respective values. Depreciation Expense To view the depreciation expense calculation for the current period (year), have the custom field that captures this calculation displayed on the table. ======================================== ARTICLE ID: 1412 TITLE: Data Formatting URL: https://kb.ventipix.com/knowledge-base/data-formatting/ PUBLISHED: 2020-07-07 13:22:38 ---------------------------------------- Data Presentation Data can be presented in a variety of formats such as currency, local dates, metric units, arithmetical calculations, etc. These data alterations can be seen on the tables, and when exported as CSV. They also make searching and sorting easier. To change the way your data is presented, on the tables, go to Options > Data Format. Date Fields Date data can be changed to a more recognizable expression or for easier comparison. Date Formats By default, the app captures dates in ISO format (YYYY-MM-DD), but these can now be altered based on other familiar conventions such as DD-MM-YYYY or MM-DD-YYYY. Under the Date Fields section, find the custom field that captures the dates you are interested in. Under the Display As field, choose General Date, then choose your desired format. Moments With Moments, past dates can be expressed in durations e.g. "10 days ago". Furthermore, you can indicate which durations are important for the app to highlight with a color of your choice. Under the Date Fields section, find the custom field that captures the dates you are interested in. Under the Display As field, choose Moments. If you want specific durations highlighted on the tables, under the Color Code Alert, choose the condition the duration should meet, enter the number of durations, and then choose a color. Example of what you would see when the conditions are met. Countdown With countdowns, future dates can be expressed as the number of days to the target date itself, e.g. "5 days left". Just as with Moments, you can indicate which numbers of days ahead are important for the app to highlight with a color of your choice. Under the Date Fields section, find the custom field that captures the dates you are interested in. Under the Display As field, choose Countdown. If you want specific durations highlighted on the tables, under the Color Code Alert, choose the condition the number of days should meet, enter the number of days, and then choose a color. Numeric Fields Numeric fields can be changed to express data such as currency, metric units, and calculation results of arithmetical functions. Currencies Where applicable, numeric fields can be expressed with their corresponding currency symbols. Under the Numeric Fields section, find the custom field that captures the numeric data you are interested in. Under the Display As field, choose Currency, then choose your desired currency. Metric Units Numeric fields can also be converted from one metric unit to another, for example, centimeters to meters. The app supports conversions of length, mass, volume, area, velocity, and temperature. Under the Numeric Fields section, find the custom field that captures the numeric data you are interested in. Under the Display As field, choose Unit Conversion. Under the Base Unit field, choose the current unit your numeric data is in. Under the Convert To field, choose the unit you want the conversion to be made to. If you want specific results of the unit conversion highlighted on the tables, under the Color Code Alert, choose the condition the result should meet, enter an applicable number, and then choose a color. Arithmetical The app can perform simple arithmetics on numeric fields that you nominate. For example, price and quantity can be multiplied, and the results can be displayed with or without extra formatting. Furthermore, you can indicate which numerical results are important for the app to highlight with a color of your choice. Under the Numeric Fields section, find the custom field where you want the results of the calculations to be shown. Under the Display As field, choose Arithmetics. Under the Operation field, choose the arithmetical function desired. Under the Fields section, choose the custom fields that the arithmetical function should be worked on. Under the Show Results As field, indicate whether further formatting should be performed. Available formatting, depending on the arithmetical function, are currencies and percentages. If you don't want any formatting, choose Raw Results. If you then want specific results of the calculation highlighted on the tables, under the Color Code Alert, choose the condition the result should meet, enter an applicable number, and then choose a color. Example of an arithmetical calculation field with highlighted results. Comparison With comparison calculation, the platform will compare two fields against a condition that you stipulate, then highlight ones that match, with a color of your choice. For example, you could have the app compare current stock quantity versus a threshold level. If the stock quantity falls below a threshold level, then those should be highlighted automatically. Under the Numeric Fields section, find the custom field where you want the results of the comparison to be highlighted. Under the Display As field, choose Comparison. Under the Color Code Alert section, indicate the comparison condition, and the field that should be compared against. Finally, enter the color you desire. Example of a comparison calculation results where quantity fell below a re-order point. String Fields All your custom field data types that are neither numeric nor dates, will be displayed on this section. Under this section, you can have the app highlight custom fields that either start with, contain, or end with specific values. For example, you can have the app highlight the term "faulty" or "damaged" in an asset's status field. Under the Conditions field, choose the desired condition that should trigger your words to be highlighted. Under the Strings field, enter the words that should be matched, then choose the color that they should be highlighted in. Example of a highlighted word. Non-custom Fields Non-custom fields are fields that the platform displays on the tables by default to make your data more comprehensible. They include data such as the exact date and time an event or action was performed, the last activity status, images, etc. Depending on the data type, formatting that can be done includes dates or string highlighting. You can also indicate whether they should be hidden from the table, or instruct the app to sort them in a particular way. Non-custom fields are shown under the Other Fields section. ======================================== ARTICLE ID: 1396 TITLE: Inventory Preference URL: https://kb.ventipix.com/knowledge-base/inventory-preference/ PUBLISHED: 2020-06-02 15:18:06 ---------------------------------------- Syncing Inventory Custom Fields You can have the Data Capture answers from other inventory-related services synced with the same on the main Inventory fields. For example, if you have a field named “Condition” in the Add Inventory service, and the same field “Condition” in the Record Inventory, you can set up syncing such that when the Add Inventory > Condition field is updated, the Record Inventory’s one, gets updated too. From the Manage Inventory table go to Options > Preferences. For this syncing to work, both services need to have identically named Data Capture fields. Examples Record Inventory – Condition on row#8 Add Inventory – Condition or row#4 Syncing setup for Add/Increment Inventory The syncing feature is also available for Inventory Reductions, Transfers, and Stock-take. ======================================== ARTICLE ID: 1375 TITLE: Checkout Receipts URL: https://kb.ventipix.com/knowledge-base/checkout-receipts/ PUBLISHED: 2020-06-02 13:56:31 ---------------------------------------- When enabled, this feature will send an assets' custodian an email that includes a list of assets under their care, and options to manage them for themselves. For the Checkout Receipts feature you need a custom field that captures the custodian's email. Note - a new alternative feature to this feature is the Workplace Passes where digital QR code passes get saved on people's (e.g. contractors, employees, students, etc) Apple and Google wallets. Scanning the QR code retrieves the checked out assets records. Setting up Checkout Receipts To set it up, go to Manage Assets > Checkout. On the table go to the Options section then choose Notifications. On the Notifications page, under the Actions menu, choose Email Notifications, then For Assets. In the popup modal, choose the Checkout Receipts option, then click the Continue button. On the new page, fill out the form based on your preferences. First, choose which data capture field you use to record a custodian's email address. If you are capturing a due date, indicate which custom field is being used to record it. Note - if a due date is being captured the app will include a "Save to Calendar" link in the emails being sent. The custodians can then use it to set up reminders on their calendars. Composing the message Scroll to the Email Subject and Email Message section. Under the Email Message field, you can use the placeholders based on your custom fields and the message to compose the email. Checkout email receipts being sent out will include a link where the custodians can manage the assets for themselves. Each feature they can manage needs to be explicitly set out as described below. Open Access Asset Check-in If you want custodians to check in the assets under their care, in the field "Allow custodian to check-in", choose "Yes". After that, you can indicate which custom fields they should see when doing the check-in. If the visible fields must be filled in, ensure your data capture setting requires it. Asset Transfers If you want custodians to transfer assets under their care to other custodians, in the field "Allow custodians to transfer assets", choose "Yes". After that, you can indicate which custom fields they should see when doing the transfer. If the visible fields must be filled in, ensure your data capture setting requires it. Asset Maintenance If you want custodians to report maintenance issues for assets under their care, in the field "Allow custodians to report maintenance issues", choose "Yes". After that, you can indicate which custom fields they should see when reporting the maintenance issue. If the visible fields must be filled in, ensure your data capture setting requires it. Asset Reservation If you want custodians to reserve assets under their care, or any other available asset, in the field "Allow custodian to reserve assets", choose "Yes". After that, you can indicate which custom fields they should see when reserving assets. The date and time fields, as shown below, are required for asset reservation to work. If the visible fields must be filled in, ensure your data capture setting requires it. Modifying the notification From the Notifications page, go to the Notifications table. Find the notification you want to modify. Under the Actions column, go to Edit. To pause the notification, change its status to Inactive. ======================================== ARTICLE ID: 1362 TITLE: Disconnecting From Shopify URL: https://kb.ventipix.com/knowledge-base/disconnecting-from-shopify/ PUBLISHED: 2020-05-04 16:01:02 ---------------------------------------- To disconnect from Shopify, go to the Apps page. Click on the Deactivate button. ======================================== ARTICLE ID: 1355 TITLE: Working With Shopify URL: https://kb.ventipix.com/knowledge-base/working-with-shopify/ PUBLISHED: 2020-05-04 15:56:15 ---------------------------------------- Ventipix Asset & Inventory Manager platform enables you to manage inventory in your Shopify account. You can create, update, delete, and make inventory adjustments. Data will be synced between both platforms depending on your preferences. To get started, you should first connect your account to Shopify then configure your syncing settings. Configuring Shopify Settings Go to the Shopify Settings page and fill out the form displayed with your desired settings. Location settings Choose the active locations that will require inventory tracking. Note : The chosen locations will automatically be used as the Location options in your Inventory data capture settings.When importing or creating inventory, the platform will create a separate record for each item being created or imported, and for each location.Three custom fields named Shopify ID, Shopify Variant ID, and Shopify Item ID, will be created in your Inventory data capture settings. These custom fields are used internally by the app and should not be deleted as long as syncing with Shopify is needed.Only these custom fields can be synced: Unit Price, Product Name, Product Description, SKU, Reorder Point, Location, and Quantity. Inventory adjustment settings Choose which inventory adjustments should be synced. Inventory attribute changes settings Choose the desired syncing options when inventories are created, updated, or deleted. Importing Shopify inventory data From the Manage Inventory page, click on the Add New Records button, then choose Import From Shopify in the menu that will be displayed. Once you’ve done that, and followed further prompts, if displayed, all your inventory will be shown on the Manage Inventory table. Setting up Shopify Inventory Variants From the Data Capture page, go to Options > Add Attributes. On the new page, fill out the form by entering a descriptive title. This title will be used to identify the set of attributes and their associated options. Enter your attributes, in the spreadsheet form. Shopify allows a maximum of three. Example attributes Once you’ve defined your attributes, go back to the Data Capture page then choose “Attributes” as the Answer Type. Afterward, when filling out the forms to add inventory data to your account, you will be presented with a button named “Add Attributes“. Click on it, then choose the attribute that was set up. The applicable form fields will then be displayed. When importing data, for an inventory that has multiple variants, enter the same “Product Name”, whenever the form is being saved, and use the variant fields to distinguish them. ======================================== ARTICLE ID: 1342 TITLE: Connecting to Shopify URL: https://kb.ventipix.com/knowledge-base/connecting-to-shopify/ PUBLISHED: 2020-05-02 07:12:08 ---------------------------------------- From the Apps page, click on the Activate button. After that, follow the prompts to authenticate with Shopify and grant the permissions required. Shopify App Store You can install Ventipix Asset & Inventory Manager from the Shopify App Store. ======================================== ARTICLE ID: 1314 TITLE: Disconnecting from Square URL: https://kb.ventipix.com/knowledge-base/disconnecting-from-square/ PUBLISHED: 2020-04-02 15:19:04 ---------------------------------------- To disconnect from Square, go to the Apps page. Click on the Deactivate button. ======================================== ARTICLE ID: 1298 TITLE: Working With Square Inventory URL: https://kb.ventipix.com/knowledge-base/working-with-square-inventory/ PUBLISHED: 2020-04-02 13:04:22 ---------------------------------------- Ventipix Asset & Inventory Manager platform enables you to manage inventory in your Square account. You can create, update, delete, and make inventory adjustments. Data will be synced between both platforms depending on your preferences. To get started, you should first connect your account to Square then configure your syncing settings. Configuring Square Settings Go to the Square Settings page and fill out the form displayed with your desired settings. Location settings Choose the active locations that will require inventory tracking. Note : The chosen locations will automatically be used as the Location options in your Inventory data capture settings.When importing or creating inventory, the platform will create a separate record for each item being created or imported, and for each location.Three custom fields named Square ID, Square Variant ID, and Square Version, will be created in your Inventory data capture settings. These custom fields are used internally by the app and should not be deleted as long as syncing with Square is needed.Only these custom fields can be synced: Unit Price, Product Name, Product Description, SKU, Reorder Point, Location and Quantity. Inventory adjustment settings With Square inventory, when reducing inventory quantities, they can either be marked as sold or waste. On the other hand, when incrementing inventory quantities they can only be marked as in stock. Choose which inventory adjustments should be synced. Inventory attribute changes settings Choose the desired syncing options when inventories are created, updated, or deleted. Importing Square inventory data From the Manage Inventory page, click on the Add New Records button, then choose Import From Square in the menu that will be displayed. Once you’ve done that, and followed further prompts, if displayed, all your inventory will be shown on the Manage Inventory table. Setting up Square Inventory Variants From the Data Capture page, go to Options > Add Attributes. On the new page, fill out the form by entering a descriptive title. This title will be used to identify the set of attributes and their associated options. Thereafter, enter the attributes labeled "Name" and "SKU". This part is important. In the "Name" row, under the Options column, enter the variant names, separated by commas. For example, "Color, Size". For the "SKU" row, leave the Options column blank. Once you’ve defined your attributes, go back to the Data Capture page then choose “Attributes” as the Answer Type. Afterward, when filling out the forms to add inventory data to your account, you will be presented with a button named "Add Attributes". Click on it, then choose the attribute that was set up. The applicable form fields will then be displayed. When importing data, for an inventory that has multiple variants, enter the same "Product Name", whenever the form is being saved, and use the variant fields to distinguish them. ======================================== ARTICLE ID: 1295 TITLE: Connecting To Square URL: https://kb.ventipix.com/knowledge-base/connecting-to-square/ PUBLISHED: 2020-04-02 11:52:37 ---------------------------------------- From the Apps page, click on the Activate button. Follow the prompts to authenticate with Square. ======================================== ARTICLE ID: 1272 TITLE: Elapsed Duration Notification For Inventory URL: https://kb.ventipix.com/knowledge-base/elapsed-duration-notification-for-inventory/ PUBLISHED: 2020-02-21 17:39:00 ---------------------------------------- Overview This notification type can be used for sending recurring email alerts whenever a duration interval has elapsed. For example, emails can be sent every 30 days after a product has been tested. Setting up the notification To set it up, go to the Manage Inventory table > Options > Notifications. On the Notifications page, under the Actions menu, choose Email Notifications, then For Inventories. In the popup modal, choose the Elapsed Duration option, then click the Continue button. Choose who should receive the email notifications. You can choose your team members. You can enter the email addresses, under the “The following email addresses” section, if the recipients are the same for all the inventories. If the recipients are different for specific inventories, then you need to have their emails recorded on the inventory’s record. To do so, you need a Data Capture field with the Answer Type set to either “Email”, “Select” or “Hidden”. For “Select” or “Hidden” Answer Types, specify the email address in the Options section of the Data Capture settings. “Hidden” Answer Type, can only have one email address, whereas “Select” can have multiple emails defined, but only one will be chosen when filling out the forms. Choose which data capture field has the target date. Enter the number of days that should elapse after the target date. Compose the message. Use the placeholders if necessary. If the recipients of the emails are also users of the app, you can have the app create to-do tasks automatically whenever the emails are issued. Modifying the notification From the Notifications page, go to the Notifications table. Find the notification you want to modify. Under the Actions column, go to Edit. To pause the notification, change its status to Inactive. ======================================== ARTICLE ID: 1076 TITLE: Desktop App URL: https://kb.ventipix.com/knowledge-base/desktop-app/ PUBLISHED: 2020-02-18 16:02:26 ---------------------------------------- Installing the desktop app Open your Google Chrome browser, then log in to your Ventipix Asset & Inventory Manager account. Once logged in, draw your attention to the set of icons on the right-hand side of the browser's address bar. Click on the one that prompts you to install the app. In some cases, the webpage itself may also prompt you to install the desktop app. Either method works fine. Note - an internet connection is required for many of the features to work. ======================================== ARTICLE ID: 1000 TITLE: New Activity Alerts With Zapier URL: https://kb.ventipix.com/knowledge-base/new-activity-alerts-with-zapier/ PUBLISHED: 2020-01-29 13:32:37 ---------------------------------------- Overview This Zapier integration triggers whenever a new record is added. Once a record has been added in your account, for instance, a new asset maintenance record, automation can be scheduled to take place. For example, SMS or email notifications can be sent, Google Sheet or Excel spreadsheets updated. Setting up the Zap trigger To set the New Activity Alert up, in your Zap editor, select the “New Alert in Ventipix Asset & Inventory Manager”. After that choose the account to authenticate with, then click on Continue. Continue to the Find Data step. On there click on the Test & Review button. Zapier will attempt to retrieve sample data from your account that matches the trigger conditions. You may, therefore, need to set up sample data within your account, if nothing was found. Simply create a new record for the same service that you're setting up. If Zapier finds data, you will be presented with samples to choose from. At this point, you would have reached the end of the trigger setup. You now need to set up an Action i.e what should happen when the zap is triggered. Setting up a Zap action The action can be anything useful that you want. In this guide, we’ll set up an action that automatically creates a new spreadsheet row in a Google Sheet. Click on the (+) button to add an action. Search and choose Google Sheets. Thereafter, choose Create Spreadsheet Row as the Event Action. Click on Continue, then choose the Google account to authenticate with. On the  Customize Spreadsheet Row step, choose and enter the relevant details. Map data from the trigger by clicking on the button at the end of the fields. Once the customization is complete, continue to the next step to test the zap. After the test is successful, you can turn the zaps on or create further actions that meet your needs. ======================================== ARTICLE ID: 987 TITLE: Custom Field Changes Alert with Zapier URL: https://kb.ventipix.com/knowledge-base/custom-field-changes-alert-with-zapier/ PUBLISHED: 2020-01-29 13:13:39 ---------------------------------------- Overview This Zapier integration triggers whenever a field that you want to know about has been changed. For instance, you may want to know if an inventory has been received, an asset has been disposed of, or a product has been delivered, etc. As long as a change in status has occurred, you can automate what happens after that. The automation can include receiving email notifications, updating a Google Sheet or Excel spreadsheet, or performing any other action supported with other Zapier integrated apps. Setting up the Zap trigger To set the Field Change Alert up, in your Zap editor, select the “Field Change Alert in Ventipix Asset & Inventory Manager”. After that choose the account to authenticate with, then click on Continue. On the next step, choose the custom fields you’re using. Under the Service field, choose the relevant service that's of interest. Under the Custom Fields field, choose the custom field that you want to watch for changes. You can add multiple fields. Continue to the Find Data step. On there click on the Test & Review button. Zapier will attempt to retrieve sample data from your account that matches the trigger conditions. You may, therefore, need to set up sample data within your account, if nothing was found. The sample data must meet the condition for the trigger, i.e you would need to change the custom fields you want to watch for changes. If Zapier finds data, you will be presented with samples to choose from. At this point, you would have reached the end of the trigger setup. You now need to set up an Action i.e what should happen when the zap is triggered. Setting up a Zap Action The action can be anything useful that you want. In this guide, we’ll set up an action that automatically creates a new spreadsheet row in a Google Sheet. Click on the (+) button to add an action. Search and choose Google Sheets. Thereafter, choose Create Spreadsheet Row as the Event Action. Click on Continue, then choose the Google account to authenticate with. On the  Customize Spreadsheet Row step, choose and enter the relevant details. Map data from the trigger by clicking on the button at the end of the fields. Once the customization is complete, continue to the next step to test the zap. After the test is successful, you can turn the zaps on or create further actions that meet your needs. ======================================== ARTICLE ID: 981 TITLE: Elapsed Duration Alerts With Zapier URL: https://kb.ventipix.com/knowledge-base/elapsed-duration-alerts-with-zapier/ PUBLISHED: 2020-01-29 11:44:32 ---------------------------------------- Overview This Zapier integration for elapsed duration alerts enables you to receive Zapier triggers that can be used to automate actions such as updating a Google Sheet or calendar, sending email notifications, or performing any other action supported with other Zapier integrated apps. The triggers can be sent a couple of days after an important date elapses. Setting up the Zap trigger To set it up, in your Zap editor, select the “Elapsed Duration Alert in Ventipix Asset & Inventory Manager”. After that choose the account to authenticate with, then click on Continue. On the next step, choose the custom fields you’re using. Under the Service field, choose where the target date will be found. Under the Date Field field, choose the custom field that’s used to capture the target date. Under the Number of Days field, enter the number of days after the target date. Continue to the Find Data step. On there click on the Test & Review button. Zapier will attempt to retrieve sample data from your account that matches the trigger conditions. You may, therefore, need to set up sample data within your account, if nothing was found. The sample data must meet the condition for the trigger, i.e you would need to set up an asset, inventory, etc, with an elapsed date. If Zapier finds data, you will be presented with samples to choose from. At this point, you would have reached the end of the trigger setup. You now need to set up an Action i.e what should happen when the zap is triggered. Setting up a Zap action The action can be anything useful that you want. In this guide, we’ll set up an action that automatically creates a new event in a Google Calendar. Click on the (+) button to add an action. Search and choose Google Calendar. Thereafter, choose Create Detailed Event as the Event Action. Click on Continue, then choose the Google account to authenticate with. On the  Customize Detailed Event step, choose and enter the relevant details. Map data from the trigger by clicking on the button at the end of the fields. Once the customization is complete, continue to the next step to test the zap. After the test is successful, you can turn the zaps on or create further actions that meet your needs. ======================================== ARTICLE ID: 972 TITLE: Due Or Overdue Alerts With Zapier URL: https://kb.ventipix.com/knowledge-base/due-or-overdue-alerts-with-zapier/ PUBLISHED: 2020-01-29 10:03:31 ---------------------------------------- Overview This Zapier integration for due or overdue alerts enables you to receive Zapier triggers that can be used to automate actions such as updating a Google Sheet or calendar, sending email notifications, or performing any other action supported with other Zapier integrated apps. The triggers can be sent a couple of days before or after an important date. Setting up the Zap trigger To set it up, in your Zap editor, select the “Due or Overdue Alert in Ventipix Asset & Inventory Manager”. After that choose the account to authenticate with, then click on Continue. On the next step, choose the custom fields you’re using. Under the Service field, choose either Check Out for checked out assets, or Purchase Orders for expected shipment. Under the Date Field field, choose the custom field that’s used to capture the upcoming date. Under the Reminder Event, choose whether you want the trigger to be executed before or after the target date. Under the Number of Days field, for Due events, enter how many days in advance of the upcoming date should the trigger be executed. For Overdue events, enter the number of days after the target date. Continue to the Find Data step. On there click on the Test & Review button. Zapier will attempt to retrieve sample data from your account that matches the trigger conditions. You may, therefore, need to set up sample data within your account, if nothing was found. The sample data must meet the condition for the trigger, i.e you would need to set up an asset, inventory, etc, with an upcoming date. If Zapier finds data, you will be presented with samples to choose from. Setting up a Zap action At this point, you would have reached the end of the trigger setup. You now need to set up an Action i.e what should happen when the zap is triggered. The action can be anything useful that you want. In this guide, we’ll set up an action that automatically creates a new event in a Google Calendar. Click on the (+) button to add an action. Search and choose Google Calendar. Thereafter, choose Create Detailed Event as the Event Action. Click on Continue, then choose the Google account to authenticate with. On the  Customize Detailed Event step, choose and enter the relevant details. Map data from the trigger by clicking on the button at the end of the fields. Once the customization is complete, continue to the next step to test the zap. After the test is successful, you can turn the zaps on or create further actions that meet your needs. ======================================== ARTICLE ID: 951 TITLE: Expiry Alerts With Zapier URL: https://kb.ventipix.com/knowledge-base/expiry-alerts-with-zapier/ PUBLISHED: 2020-01-29 06:55:34 ---------------------------------------- Overview This Zapier integration for expiry alerts enables you to receive Zapier triggers that can be used to automate actions such as updating a Google Sheet or calendar, sending email notifications, or performing any other action supported with other Zapier integrated apps. The triggers are sent a couple of days before upcoming dates arrive. Setting up the Zap trigger To set it up, in your Zap editor, select the “Expiry Alert in Ventipix Asset & Inventory Manager”. After that choose the account to authenticate with, then click on Continue. On the next step, choose the custom fields you’re using. Under the Service field, choose either Assets, Inventory or Work In Progress, depending on where the upcoming date is. Under the Date Field field, choose the custom field that’s used to capture the upcoming date. Under the Number of Days field, enter how many days in advance of the upcoming date should the trigger be executed. Continue to the Find Data step. On there click on the Test & Review button. Zapier will attempt to retrieve sample data from your account that matches the trigger conditions. You may, therefore, need to set up sample data within your account, if nothing was found. The sample data must meet the condition for the trigger, i.e you would need to set up an asset, inventory, etc, with an upcoming date. If Zapier finds data, you will be presented with samples to choose from. Setting up a Zap action At this point, you would have reached the end of the trigger setup. You now need to set up an Action i.e what should happen when the zap is triggered. The action can be anything useful that you want. In this guide, we’ll set up an action that automatically creates a new event in a Google Calendar. Click on the (+) button to add an action. Search and choose Google Calendar. Thereafter, choose Create Detailed Event as the Event Action. Click on Continue, then choose the Google account to authenticate with. On the  Customize Detailed Event step, choose and enter the relevant details. Map data from the trigger by clicking on the button at the end of the fields. Once the customization is complete, continue to the next step to test the zap. After the test is successful, you can turn the zaps on or create further actions that meet your needs. ======================================== ARTICLE ID: 932 TITLE: Inventory Overstock Alerts With Zapier URL: https://kb.ventipix.com/knowledge-base/inventory-surplus-alerts-with-zapier/ PUBLISHED: 2020-01-29 06:24:42 ---------------------------------------- Overview This Zapier integration for inventory surplus alerts enables you to receive Zapier triggers that can be used to automate actions such as updating a Google Sheet, sending email notifications, or performing any other action supported with other Zapier integrated apps. The triggers occur when a data capture field e.g quantity rises above a defined maximum level. Setting up the Zap trigger To set it up, in your Zap editor, select the “Surplus Alert in Ventipix Asset & Inventory Manager”. After that choose the account to authenticate with, then click on Continue. On the next step, choose the custom fields you’re using. Under the Stock Level field, choose the field you want to monitor when their amount increases. For example, Quantity. Under the Surplus Level field, choose the field that’s used to indicate what the maximum level should be. Continue to the Find Data step. On there click on the Test & Review button. Zapier will attempt to retrieve sample data from your account that matches the trigger conditions. You may, therefore, need to set up sample data within your account, if nothing was found. The sample data must meet the condition for the trigger, i.e you would need to increase an inventory’s quantity, weight, etc, above the maximum level. If Zapier finds data, you will be presented with samples to choose from. Setting up a Zap action At this point, you would have reached the end of the trigger setup. You now need to set up an Action i.e what should happen when the zap is triggered. The action can be anything useful that you want. In this guide, we’ll set up an action that automatically creates a new row in a Google Sheets workbook. Click on the (+) button to add an action. Search and choose Google Sheets. Thereafter, choose Create Spreadsheet Row as the Event Action. Click on Continue, then choose the Google account to authenticate with. On the  Customize Spreadsheet Row step, choose and enter the relevant details. Map data from the trigger by clicking on the button at the end of the fields. Once the customization is complete, continue to the next step to test the zap. After the test is successful, you can turn the zaps on or create further actions that meet your needs. ======================================== ARTICLE ID: 910 TITLE: Zapier Actions URL: https://kb.ventipix.com/knowledge-base/zapier-actions/ PUBLISHED: 2020-01-28 15:40:54 ---------------------------------------- Creating automated workflows A Zap is an automated workflow that connects your apps and services together. Every Zap consists of a trigger step (“when this happens…”) and one or more action steps (“then do this…”). Zaps start with a trigger, a Zapier step that watches for new data from an API and starts the Zap workflow. Then it’s up to action steps to make use of that data. Action steps can find and/or create items in apps integrated with Zapier.  Ventipix Asset & Inventory Manager has a Zapier action for each of the services. These integrations enable you to automate tasks easily. For example, data recorded in a Google sheet, Excel, QuickBooks, Zoho, Freshbooks, Xero, etc, can be used to create new records in your asset and inventory account. ======================================== ARTICLE ID: 898 TITLE: Zapier Triggers URL: https://kb.ventipix.com/knowledge-base/zapier-triggers/ PUBLISHED: 2020-01-28 12:55:19 ---------------------------------------- Connecting to other platforms and apps A Zap is an automated workflow that connects your apps and services together. Every Zap consists of a trigger step (“when this happens…”) and one or more action steps (“then do this…”). When you turn your Zap on, Zapier will run the action steps every time the trigger event occurs. Learn more about them here. Ventipix Asset & Inventory Manager platform offers multiple triggers that can be used to automate tasks. These triggers include: Threshold Alerts - these will be triggered when quantity, weight, etc falls below a nominated value. Once triggered an action can automatically take place such as placing a new purchase order or sending an email alert. Surplus/Overstock Alerts - these will be triggered when quantity, weight, etc goes above a nominated value. Once triggered, an action can occur automatically such as an inventory transfer. Expiry Alerts - these will be triggered when an asset or inventory has an upcoming important date. Once triggered, an action can take place such as sending email notifications. Due or Overdue Alerts - these will be triggered when checked out assets are either due for returns or overdue. Once triggered, an action can take place such as sending email notifications or creating calendar schedules. Elapsed Duration Alerts - these will be triggered when a specific amount of time has passed since some event took place. Field Change Alerts - these will be trigged when a Data Capture custom field that you want to keep an eye on has been changed. For example when an asset's status has changed or inventory location updated. Automatic actions e.g email notifications can be created to occur after such changes take place. New Activity Alerts - these will be triggered whenever a new activity takes place in your account such as when a new maintenance record is added. In addition to having these triggers executed, Ventipix Asset & Inventory Manager also supports Zapier Actions. These actions enable you to automatically have records created on your account whenever a different action elsewhere takes place. For example, when updating a Google Sheet or Excel Online spreadsheet, the data from a spreadsheet row can automatically be used to create a new record in your account. ======================================== ARTICLE ID: 896 TITLE: Connecting To Zapier URL: https://kb.ventipix.com/knowledge-base/connecting-to-zapier/ PUBLISHED: 2020-01-28 11:50:00 ---------------------------------------- Activating Zapier To use our Zapier integration (for triggers and automated actions), go to the Apps page, then click on the Activate button. Setting up authentication In order for Zapier to connect to your account, authentication is needed. We use API keys for the authentication. To obtain the key, go to your Profile page. On your Profile page, go to the API tab. If you haven't generated a key before, click on the Get API Key button. A short string composed of random characters will be generated. Click on the Copy button to copy it and paste it in your Zapier account when prompted to do so within Zapier. Note - subsequent clicks on the Get API key button, will invalidate the formerly generated keys. ======================================== ARTICLE ID: 859 TITLE: How to set up variants or attributes URL: https://kb.ventipix.com/knowledge-base/how-to-set-up-variants/ PUBLISHED: 2020-01-07 13:33:22 ---------------------------------------- Overview This is a feature that enables you to capture unique attributes about an item that differentiates it from other similar items. For example, sizes, color, etc. Once set up, when filling out the data capture forms, you will be presented with new fields for you to enter the relevant attributes. Setting up variants or attributes From the Data Capture page, go to Options > Add Attributes. On the new page, fill out the form by entering a descriptive title. This title will be used to identify the set of attributes and their associated options. Thereafter, enter the attributes, and their associated options, if applicable. If the Options column blank is left blank, the attribute field will be presented as a text field. Conversely, if it's filled in, with comma-separated values, each attribute will be presented as a dropdown field as shown below. Example of Attribute Fields Once you've defined your attributes, go back to the Data Capture page then choose "Attributes" as the Answer Type. Managing Attributes From the main tables go to Options > Manage Attributes. On the new page, there are options to either add, edit, view, or rename attributes. Adding categories You can create new categories with each category having its own set of variants. Click on the Actions > New Category button. On the new page, fill out the form by entering a descriptive title, and setting up the variants and applicable options. Renaming attribute names To rename the attribute names for data that has already been captured, go to Actions > Rename Attributes. On the new page, find the attribute's name on the table, then go to Action > Edit. Enter the new attribute name after that. Editing attribute options To edit an attribute's settings, go to Actions > Edit. On the new page, enter your desired settings. Viewing data in categories To view the variants in a category, go to Actions > View Items. ======================================== ARTICLE ID: 844 TITLE: Capturing And Syncing Offline Data URL: https://kb.ventipix.com/knowledge-base/syncing-offline-data/ PUBLISHED: 2019-11-26 14:22:11 ---------------------------------------- Capturing Offline Data The app can save data, including uploaded images, offline if it detects lost Internet connectivity. You can also explicitly set the app to work offline. To do so, swipe left then go to Settings. Under the Work Offline section set it to Yes, then choose the services you wish to use whilst offline. Note - whilst working offline, some custom field features may not work. Syncing Offline Data If you captured data offline, you can sync it back when an Internet connection is available. To sync the data, log in to the smartphone app, then tap on the Sync Offline Data button. If you saved images offline, those too can be synced by tapping on the Sync Offline Images/Media. ======================================== ARTICLE ID: 800 TITLE: Archiving Data URL: https://kb.ventipix.com/knowledge-base/archiving-data/ PUBLISHED: 2019-10-28 22:28:42 ---------------------------------------- Removing unused data If you prefer to hide asset or inventory data, instead of deleting them, you can archive them. Archived data get hidden from the main tables but are still available for viewing. To archive data, first, select the asset or inventory items from the table, then click on the Archive button. Once archived, the selected items will disappear from the main table and be viewable from a different table. To view them, go to Options > Archives. Restoring unused data To restore archived items to the main table, from the Archives page, select the items, then click on the Restore button. Restored items will be removed from the archives, and be made viewable again from the main table. ======================================== ARTICLE ID: 784 TITLE: Bulk Editing Data URL: https://kb.ventipix.com/knowledge-base/bulk-editing-data/ PUBLISHED: 2019-10-14 17:49:17 ---------------------------------------- It's possible to edit multiple records at once. There are two methods for doing this. Exporting and Re-importing Data If the service you are using supports data import from a CSV file, you can export the data first, then make the changes you want, and finally re-import it. As long as the Barcode/ NFC tag ID remains the same, existing records will be updated. On the tables, go to Options > Export Data. After that, make your changes then re-import the data. Go to Add New Records > Import from CSV. Partial Record Field Changes In cases where you want some Data Capture fields to have identically the same data, but the rest to remain as they are, use the Edit Multiple Records feature from the top of the tables. We strongly recommend that you first export your records (Options > Export Data), just in case you want to undo the changes or mistakes made. After that,  use the checkbox at the top of the table to select the items you want to edit, then click on the Edit Multiple Records button. On the new page, you will notice a trash icon beside the input fields. Important: click on that trash icon to remove the fields that you don't want to update. You should only leave the fields that you want to edit across the multiple records that were selected. ======================================== ARTICLE ID: 757 TITLE: Self-hosting URL: https://kb.ventipix.com/knowledge-base/self-hosting/ PUBLISHED: 2019-10-03 06:57:03 ---------------------------------------- If you prefer to host the platform for yourself, we have two options available. Server Version you need a LAMP (Linux Apache MySQL PHP) environment. Test the environment using this script.it costs $299 (USD) Windows Desktop Version you need Windows 10it costs $199 (USD) Further information is available here. FAQs here. ======================================== ARTICLE ID: 755 TITLE: Pricing URL: https://kb.ventipix.com/knowledge-base/pricing/ PUBLISHED: 2019-10-03 06:37:32 ---------------------------------------- Subscription Plans Our pricing and subscription plans are available on the Pricing page (scroll to the bottom). ======================================== ARTICLE ID: 737 TITLE: Getting Started URL: https://kb.ventipix.com/knowledge-base/getting-started/ PUBLISHED: 2019-10-02 17:18:10 ---------------------------------------- Setting up your account To get started, simply follow the guidelines in these use cases below. You can, of course, adapt them to suit your needs better. Asset Management Tracking and Managing IT Devices Tracking and Managing Equipment & Tools Managing Asset Auditing & Asset Depreciation Inventory Management Tracking Stockroom Inventory Tracking Supplies and Consumables Delivery Management Managing In-house Deliveries Work-in-progress (WIP) Management Managing and Tracking Phased Processes Tracking Time Taken To Complete Tasks Cost Management Tracking Costs Working with GS1 Standards Leveraging GS1 Standards Bespoke Requirement Tracking Bespoke Made-to-order Products ======================================== ARTICLE ID: 721 TITLE: Managing Smartphone App Users URL: https://kb.ventipix.com/knowledge-base/managing-smartphone-app-users/ PUBLISHED: 2019-10-02 07:38:53 ---------------------------------------- To manage smartphone app users, go to the Smartphone App page, then scroll to the table at the bottom of the page. Making Changes To make changes, go to the Actions column of the user. Login Credentials To change the password or username, go to Actions > Edit, then fill out the form. Granting Permissions Access to services To grant access to specific services and other features, click on the Grant Access To Services button. On the page that follows, choose the services the user is allowed to use, under the Grant Access To section. To view or even edit a user's access, go to Action > Edit. Access to Data Capture fields To limit what Data Capture fields the user can edit or view, select the user then click on the Assign Data Capture Permissions button. On the new page, choose the fields to hide or disable from editing. Use the Service dropdown to load specific fields for the correct service. You can also make image uploads or GPS capture mandatory, under the "Require these device fields" section. To view or even edit a user's data capture permissions, go to Action > Edit Permissions. Setting a default page You can set a specific page (service) to be shown immediately after the user logs in. To do so, when updating the user's details, use the Default Page dropdown to choose the page that should be shown. Hiding unused services You can hide specific services that you don't want a user to access. To do so, select the user, then click on the Hide Services button. On the new page, select the services to be hidden. To unhide a service, simply remove it from those selected options. On the smartphone app itself, the user has to log out and then back in for the changes to take place. To view or edit a user's hidden service, go to Action > Edit Hidden Services. Sharing Login Access Once a user has been set up, and you wish to log in as the same user on other devices, you can share access to the account by generating a QR Code and URL that, upon being visited, automatically logs the user into the account. From the Smartphone Users table, go to Actions > Share Login Access ======================================== ARTICLE ID: 714 TITLE: Importing Data From CSV Spreadsheets URL: https://kb.ventipix.com/knowledge-base/importing-csv-files/ PUBLISHED: 2019-10-01 17:55:39 ---------------------------------------- Importing CSV files is one of the ways data can be added to your account. Importing Data Directly From Google Sheets or Excel Importing data from a Google Sheet or Excel is one of the easiest ways to add records to your account. Our Google Sheet Add-on or Excel Add-in simplifies this process by enabling you to directly import data from a spreadsheet. To use this method, first install our spreadsheet add-on. After that, from the add-on's navigation menu, choose a service you want to manage, e.g, Assets, or Inventory. When the add-on opens, choose the worksheet you want to use to create data with, then under the Select an Action option, choose Create Records. After that, click on the Import Template button to obtain template data on how to align the columns in the spreadsheet in a manner that the app expects. The cells with a red background denote that the data in them are mandatory. For most of these fields, what's displayed will be based on your Data Capture settings, so if you want to rearrange them or change them, you need to do so from your Data Capture page. Once you have populated the spreadsheet, click on the Create Records button. Importing Data From Local CSV Files To import a CSV file saved on a computer, where the feature is available, click on the Add New Records > Import From CSV button. On the new page, go to the Import From File section, then browse for the file and import it. Importing Data From Connected Accounts You can import data directly from a Google Sheets or Excel Online spreadsheet that's connected to your account. You can also set the data to be imported once or at regular intervals. Note: With Google Sheets, data can be imported directly from a shared URL or from a connected spreadsheet. Where the feature is available, click on the Add New Records > Import From CSV button. On the new page, go to the Import From Google Sheets or Excel Online section. Connected Files Under the Source dropdown, choose either Import From A Connected Google Sheets File or Import From A Connected Excel Online File. In the prompt that then appears, choose the file and the correct sheet's name. Thereafter, click on the Continue button. Note: if this is the first time that you are using this feature, you will be prompted to authenticate and grant access permissions to the files. Once you are done with that, return to the import page and resume with the instructions above. Shared URL To import data from a Google Sheets Shared URL, choose this option under the Source dropdown. In your Google Sheets, go to File > Share > Publish To The Web. In the prompt that then appears, select the Link tab. Select the sheet's name, e.g., Sheet 1, then select Comma-separated Values (.csv). Under the Published content and settings, choose the name of the sheet, then check the box Automatically republish when changes are made. Click on the Publish button, then copy the share URL provided. Use this URL in the form field. Importing Intervals Under the Import dropdown, indicate whether you want the data to be imported once or at regular intervals. If you choose one of the regular interval options, the app will trigger the importation of data from the same device on which it was set up. You would need to be logged in from the same device. Preparing your data Import Template Before importing the data from spreadsheets, you must ensure that the data conforms to the platform's expectations. From the page that you're importing the file from, download the template to use for structuring the data. At the top of the page, go to Options > Import Template. The data you enter in the spreadsheet should match the row titles made available in the template. You can customize the row titles in the template by updating the Data Capture fields. Each time you update your custom fields and want to import data, ensure that the data structure in the spreadsheet conforms to the updated template. Verifying the data is correct If you have set up mandatory fields in your data capture settings, ensure that the correct corresponding column in the CSV file has data. Re-importing CSV data You can reimport CSV data to update existing records and create new ones. For existing records to be updated, the Barcode/NFC Tag ID should remain the same. You can reimport CSV data that has previously been exported from the app. Common Issues If data importation fails: Ensure that the data in the spreadsheet conforms to the correct and most recent import template. Ensure that for mandatory data capture fields, the corresponding cells are not empty. There are no line breaks in the cells. The correct delimiter has been selected; the default is commas. The file is encoded in UTF-8 and, in cases where BOM characters are present, they're removed. ======================================== ARTICLE ID: 703 TITLE: Exporting Data URL: https://kb.ventipix.com/knowledge-base/exporting-files/ PUBLISHED: 2019-10-01 14:52:02 ---------------------------------------- Exporting data as CSV Data can be exported to CSV files. Exporting data with all historical activities This type of export includes the entire history of the data, such as the names of those who performed an action, when the action that was taken, and the data that was submitted. To export it, go to the Options section on the table, then click on Export All History, e.g Export All Asset History. Exporting main data This type of export only includes the entire data from the main tables and can be used to re-import data back to the account. To export it, go to the Options section on the table, then click on Export Data, e.g Export Asset Data. Exporting manually chosen data This type of export only works by first selecting records on the tables, then clicking on Export Selected. Exporting data continuously to Google Sheets On the tables go to Options > Save To Google Sheets or Excel. On the page that follows, select the custom fields that you want to export. After that, click on the Generate Reports button. In the pop-up modal that then appears, click on the Copy Google Sheets URL button. Open a new Google Sheets spreadsheet, then give it a name. After that, select cell A1 then go to the fx section, then paste the URL string that you copied then press ENTER on your keyboard. After a few seconds, your data will be shown on the spreadsheet. Google Sheets will automatically refresh the data each time it detects a change. Exporting data continuously to Excel On the tables go to Options > Save To Google Sheets or Excel. On the page that follows, select the custom fields that you want to export. After that, click on the Generate Reports button. In the pop-up modal that then appears, click on the Copy Excel URL button. In your Excel file, go to the Data tab then select From Web. After that, paste the URL you copied for Excel, click OK, and follow any prompts shown. In the dialog that appears, click on the Load button. Your data will then get imported into a workbook. To refresh the imported data, click on the refresh icon on the right-hand side pane. Exporting data programmatically Data can also be exported, to other platforms, in JSON, XML, or CSV from a secure private URL. See Data Feed. Exporting Images To export images, from the Tagged Assets, Asset Maintenance, or Manage Inventory pages, go to Options > Export Images. You can also export images from the Documents page, under Options > Export Images. Be informed that this process may take some time depending on the number of images, their sizes, and your Internet connection speed. ======================================== ARTICLE ID: 707 TITLE: Data Feed URL: https://kb.ventipix.com/knowledge-base/data-feed/ PUBLISHED: 2019-10-01 14:49:24 ---------------------------------------- Exporting data programmatically Assets or Inventory data can be exported as JSON, XML or CSV, from a secure private URL. Note - anyone with the URL can view the data. To generate the link go to Options > Data Feed. ======================================== ARTICLE ID: 696 TITLE: Managing Sub-users URL: https://kb.ventipix.com/knowledge-base/managing-sub-users/ PUBLISHED: 2019-10-01 14:16:19 ---------------------------------------- To manage sub-users, go to the Sub-users page. Making Changes To make changes go to the Action column of the user. Login Credentials To make changes to the password or login email address, go to Actions > Edit, then fill out the form. Granting Permissions Access to services To change what the user can do, and access go to Actions > Permissions. Access to Data Capture fields To limit what Data Capture fields the user can edit or view, select the user then click on the Assign Data Capture Permissions button. On the new page, choose the fields to hide or disable from editing, for the correct service. Use the dropdown menu to select the correct service. ======================================== ARTICLE ID: 689 TITLE: Creating Sub-users URL: https://kb.ventipix.com/knowledge-base/creating-sub-users/ PUBLISHED: 2019-10-01 13:45:26 ---------------------------------------- Sub-user accounts To create sub-users, go to the Sub-users page. Note - sub-users can only log in to the web app. To grant access to the smartphone app, see the Smartphone Users article. On the Sub-users page, click on the Action > Add User button. On the page that follows, fill out the form with the user's details. Authentication Choose how you want the user to authenticate. The platform supports account passwords, passkeys (secure passwordless authentication), or Single Sign-on (SSO). SSO is supported using platforms such as Google, Apple, Microsoft, and LinkedIn. If you want the user to sign in using SSO, he or she needs to follow the instruction sent to their email address. Permissions Grant the user relevant permissions. Have the app send the user login instructions. ======================================== ARTICLE ID: 690 TITLE: Creating Smartphone App Users URL: https://kb.ventipix.com/knowledge-base/creating-smartphone-app-users/ PUBLISHED: 2019-10-01 13:34:38 ---------------------------------------- Smartphone app user Accounts To log in to the smartphone app, you must first create a Smartphone App user account. To do so, go to the Smartphone App page. Scroll down to the table then click on the Add A User button as shown below. Note – smartphone app users can only log in on smartphone or tablet devices. To grant access to the web app, see the Sub-users article. On the new page, fill in the form with the user's details, and optionally have the app email them login instructions. Users can log in using a username and password, or a username and a passkey (secure passwordless authentication), or from other Single Sign-On platforms such as Google, Apple, Microsoft, LinkedIn, and Facebook. If Single Sign-on is required, the email address entered on the form should also be associated with the sign-on platform. Instructions on how to complete the sign-on setup will then be emailed upon submission of the form. Granting permissions On the same form, you can grant access to the Services, by selecting what's needed. ======================================== ARTICLE ID: 656 TITLE: Work In Progress Reports URL: https://kb.ventipix.com/knowledge-base/work-in-progress-reports/ PUBLISHED: 2019-10-01 11:50:01 ---------------------------------------- The WIP Report shows the trends of all the tasks that have been made, and the proportion of their status. To view the reports, go to Reports > WIP Reports, or from the respective table, go to Actions > View Reports. Examples Reports can be exported by going to the Options section. ======================================== ARTICLE ID: 642 TITLE: Purchase Orders Custom Reports URL: https://kb.ventipix.com/knowledge-base/purchase-orders-custom-reports/ PUBLISHED: 2019-10-01 06:53:04 ---------------------------------------- Reports based on custom conditions Conditional Reports for purchase orders, enable you to generate custom reports based on various conditions. Date-based conditions Dates conditions can be set to match periods (past, or future) and duration. For example, you can generate reports for shipment due in 3 days. Numeric conditions Numeric conditions can be set to match numerical values in your data. For example, you can generate reports for products that have quantities greater than 10. Textual conditions Reports can be generated for items that either contain, begin with or end with certain characters. For example, you can generate reports for product names that begin with “n”. Arithmetic conditions You can generate reports after an arithmetic calculation has been performed. For example, you could generate a report that has “unit price” multiplied by “quantity”, and the result is less than 200. Generating custom reports To generate custom reports, go to Reports > Purchase Order Reports, then choose Custom Reports. From the setting fields at the top of the page, choose the desired parameters starting from left to right. Under Search For, choose the conditions for matching the results.Under Search In, choose what custom field the search should be made in.Under Group Results By, choose how the results should be presented. For better graphical presentation, choose what grouping would make the results smaller. If the search yields any result, there will be graphical reports, and textual ones on a table. Examples – search results for purchase order items that have a future Expected Date, with the results grouped by Location Reports can be exported by going to the Options section. ======================================== ARTICLE ID: 645 TITLE: WIP Custom Reports URL: https://kb.ventipix.com/knowledge-base/wip-custom-reports/ PUBLISHED: 2019-10-01 06:24:56 ---------------------------------------- Reports based on custom conditions Conditional Reports for Work In Progress, enable you to generate custom reports based on various conditions. Date-based conditions Dates conditions can be set to match periods (past, or future) and duration. For example, you can generate reports for tasks due in 3 days. Numeric conditions Numeric conditions can be set to match numerical values in your data. For example, you can generate reports for items that have quantities greater than 10. Textual conditions Reports can be generated for items that either contain, begin with or end with certain characters. For example, you can generate reports for deliveries with location names that begin with “n”. Arithmetic conditions You can generate reports after an arithmetic calculation has been performed. For example, you could generate a report that has “unit price” multiplied by “quantity”, and the result is less than 200. Generating custom reports To generate custom reports, go to Reports > WIP Reports, then choose Custom Reports. From the setting fields at the top of the page, choose the desired parameters starting from left to right. Under Search For, choose the conditions for matching the results.Under Search In, choose what custom field the search should be made in.Under Group Results By, choose how the results should be presented. For better graphical presentation, choose what grouping would make the results smaller. If the search yields any result, there will be graphical reports, and textual ones on a table. Examples – search results for Quantity greater than 150, with results grouped by Product Name Reports can be exported by going to the options section. ======================================== ARTICLE ID: 643 TITLE: Delivery Custom Reports URL: https://kb.ventipix.com/knowledge-base/delivery-custom-reports/ PUBLISHED: 2019-10-01 06:24:22 ---------------------------------------- Reports based on custom conditions Conditional Reports for deliveries, enable you to generate custom reports based on various conditions. Date-based conditions Dates conditions can be set to match periods (past, or future) and duration. For example, you can generate reports for deliveries due in 3 days. Numeric conditions Numeric conditions can be set to match numerical values in your data. For example, you can generate reports for products that have quantities greater than 10. Textual conditions Reports can be generated for items that either contain, begin with or end with certain characters. For example, you can generate reports for deliveries with location names that begin with “n”. Arithmetic conditions You can generate reports after an arithmetic calculation has been performed. For example, you could generate a report that has “unit price” multiplied by “quantity”, and the result is less than 200. Generating custom reports To generate custom reports, go to Reports > Delivery Reports, then choose Custom Reports. From the setting fields at the top of the page, choose the desired parameters starting from left to right. Under Search For, choose the conditions for matching the results.Under Search In, choose what custom field the search should be made in.Under Group Results By, choose how the results should be presented. For better graphical presentation, choose what grouping would make the results smaller. If the search yields any result, there will be graphical reports, and textual ones on a table. Examples – search results for Quantity greater than 150, with results grouped by Product Name Reports can be exported by going to the options section. ======================================== ARTICLE ID: 637 TITLE: Delivery Reports URL: https://kb.ventipix.com/knowledge-base/delivery-reports/ PUBLISHED: 2019-10-01 06:16:42 ---------------------------------------- Overview The Delivery Reports shows the trends of all the deliveries that have been made, and the proportion of their status. To view the reports, go to Reports > Delivery Reports, or from the respective table, go to Actions > View Reports. Reports can be exported by going to the Options section. ======================================== ARTICLE ID: 633 TITLE: Purchase Order Reports URL: https://kb.ventipix.com/knowledge-base/purchase-order-reports/ PUBLISHED: 2019-09-30 21:46:28 ---------------------------------------- Overview The Purchase Order Reports shows the trends of all the purchase order items that have been received, and the proportion of closed or opened purchase orders. To view the reports, go to Reports > Purchase Order Reports, or from the respective table, go to Actions > View Reports. Examples Reports can be exported by going to the Options section. ======================================== ARTICLE ID: 624 TITLE: Inventory Custom Reports URL: https://kb.ventipix.com/knowledge-base/inventory-custom-reports/ PUBLISHED: 2019-09-30 19:48:07 ---------------------------------------- Reports based on custom conditions Conditional Reports for inventory, enable you to generate custom reports based on various conditions. Date-based conditions Dates conditions can be set to match periods (past, or future) and duration. For example, you can generate reports for items expiring in 3 days. Numeric conditions Numeric conditions can be set to match numerical values in your data. For example, you can generate reports for products that have prices greater than 100. Textual conditions Reports can be generated for items that either contain, begin with or end with certain characters. For example, you can generate reports for inventories with location names that begin with “n”. Arithmetic conditions You can generate reports after an arithmetic calculation has been performed. For example, you could generate a report that has “unit price” multiplied by “quantity”, and the result is less than 200. Generating custom reports To generate custom reports, go to Reports > Inventory Reports, then choose Custom Reports. From the setting fields at the top of the page, choose the desired parameters starting from left to right. Choose where the source of the reports, e.g All InventoryUnder Search For, choose the conditions for matching the results.Under Search In, choose what custom field the search should be made in.Under Group Results By, choose how the results should be presented. For better graphical presentation, choose what grouping would make the results smaller. If the search yields any result, there will be graphical reports, and textual ones on a table. Examples – search results for Quantity greater than 150, with results grouped by Product Name Reports can be exported by going to the options section. ======================================== ARTICLE ID: 617 TITLE: Inventory Stock on Hand Reports URL: https://kb.ventipix.com/knowledge-base/inventory-stock-on-hand-reports/ PUBLISHED: 2019-09-30 17:53:03 ---------------------------------------- Overview Inventory Stock on Hand Reports shows the stock levels at the current time, across the entire inventory locations The stock levels shown can be for quantities, weights, or other numeric metrics that you want to view. To view the reports, go to Reports > Inventory Reports. Examples ======================================== ARTICLE ID: 613 TITLE: Inventory Adjustment Reports URL: https://kb.ventipix.com/knowledge-base/inventory-adjustment-reports/ PUBLISHED: 2019-09-30 17:28:44 ---------------------------------------- Overview Inventory Adjustment Reports shows the trends of all the inventory increments and decrements, across the entire inventory locations. The increments or decrements can be for quantities, weights, or other numeric metrics that have been adjusted over time. To view the reports, go to Reports > Inventory Reports, or from the respective table, go to Actions > View Reports. Examples Reports can be exported by going to the options section. ======================================== ARTICLE ID: 608 TITLE: Asset Audit Reports URL: https://kb.ventipix.com/knowledge-base/asset-audit-reports/ PUBLISHED: 2019-09-30 11:19:26 ---------------------------------------- Overview The Asset Audit report shows the trends of all the assets that have been audited. To view the reports, go to Reports > Assets Reports, or from the respective table, go to Actions > View Reports. Examples Reports can be exported by going to the options section. ======================================== ARTICLE ID: 604 TITLE: Asset Reservation Reports URL: https://kb.ventipix.com/knowledge-base/asset-reservation-reports/ PUBLISHED: 2019-09-30 11:11:28 ---------------------------------------- Overview The Asset Reservation report shows the trends of all the assets that have been reserved in the past. Upcoming reservations can be viewed on Gantt charts. To view the reports, go to Reports > Assets Reports, or from the respective table, go to Actions > View Reports. Examples Reports can be exported by going to the options section. ======================================== ARTICLE ID: 601 TITLE: Asset Maintenance Reports URL: https://kb.ventipix.com/knowledge-base/asset-maintenance-reports/ PUBLISHED: 2019-09-30 11:00:00 ---------------------------------------- Overview The Asset Maintenance report shows the trends of all the assets that have been added to asset maintenance. To view the reports, go to Reports > Assets Reports, or from the respective table, go to Actions > View Reports. Examples Reports can be exported by going to the options section. ======================================== ARTICLE ID: 586 TITLE: Asset Custom Reports URL: https://kb.ventipix.com/knowledge-base/asset-custom-reports/ PUBLISHED: 2019-09-30 09:39:31 ---------------------------------------- Reports based on custom conditions Conditional Reports for assets, enable you to generate custom reports based on various conditions. Date-based conditions Dates conditions can be set to match periods (past, or future) and duration. For example, you can generate reports for warranties expiring in 3 days. Numeric conditions Numeric conditions can be set to match numerical values in your data. For example, you can generate reports for assets that cost more than $100. Textual conditions Reports can be generated for items that either contain, begin with or end with certain characters. For example, you can generate reports for assets with location names that begin with "n". Arithmetic conditions You can generate reports after an arithmetic calculation has been performed. For example, you could generate a report that has "unit price" multiplied by "quantity", and the result is less than 200. Generating custom reports To generate custom reports, go to Reports > Assets Reports, then choose Custom Reports. From the setting fields at the top of the page, choose the desired parameters starting from left to right. Choose where the source of the reports, e.g All Assets.Under Search For, choose the conditions for matching the results.Under Search In, choose what custom field the search should be made in.Under Group Results By, choose how the results should be presented. For better graphical presentation, choose what grouping would make the results smaller. If the search yields any result, there will be graphical reports, and textual ones on a table. Examples - search results for Asset Value greater than 150, with results grouped by Asset Name Reports can be exported by going to the options section. ======================================== ARTICLE ID: 581 TITLE: Asset Check-in & Check-out Reports URL: https://kb.ventipix.com/knowledge-base/asset-check-in-check-out-reports/ PUBLISHED: 2019-09-30 06:13:07 ---------------------------------------- Overview Asset Check-in & Check-out Report shows the trends of the checked in and checked out assets, and the average loaned out hours. To view the reports, go to Reports > Assets Reports, or from the respective table, go to Actions > View Reports. Examples Reports can be exported by going to the options section. ======================================== ARTICLE ID: 577 TITLE: Tagged Assets Reports URL: https://kb.ventipix.com/knowledge-base/tagged-assets-reports/ PUBLISHED: 2019-09-30 05:58:05 ---------------------------------------- Overview Tagged Asset Report shows a summary of all the asset-related activities and the last activity status. To view the reports, go to Reports > Assets Reports, or from the respective table, go to Actions > View Reports. Examples Reports can be exported by going to the options section. ======================================== ARTICLE ID: 566 TITLE: Working With Groups URL: https://kb.ventipix.com/knowledge-base/working-with-groups/ PUBLISHED: 2019-09-29 12:59:39 ---------------------------------------- When items have already been added to groups, they can either be listed or processed together. Listing the group items Select the name of the group from the dropdown menu above the tables. For quicker filtering of the grouped items, we recommend naming the groups (group titles) uniquely. Processing group items From the web app Once the items have been listed, you can select them all, then choose the desired action from the available options on the table. Alternatively, if you are on the Manage Groups page, click on the Bulk Actions link, that corresponds to the name of the group. On the pop-up that appears, choose your desired action. From the smartphone app From the Smartphone Apps, to use the groups, first enable it under Settings (swipe left) > Enable Bulk Processing using Groups. Set the value to "Yes". Once enabled, when you either scan the barcode or NFC tag or search and select an item that's part of a group, the rest of the items that are a part of the same group will be fetched, so that you do not need to manually scan or search for them. You will then be presented with a screen to confirm your intended action, and the correct group to select. Tapping on the Apply button will automatically make the app fetch the rest of the records. Note - after submitting the form, all the items in that group will have identical details. ======================================== ARTICLE ID: 530 TITLE: Work In Progress URL: https://kb.ventipix.com/knowledge-base/work-in-progress/ PUBLISHED: 2019-09-27 23:20:38 ---------------------------------------- Work In Progress (WIP) is a feature on the platform that enables you to accurately track processes as they move from one phase to another. The status of the processes can be updated by scanning barcodes or NFC Tags. Prerequisite There are two initial steps to set up WIP tracking. The first one is for customizing the WIP setup Data Capture fields, for collecting the WIP details. The second one is for customizing the WIP Status Data Capture fields. Note – some fields are required to preserve the functionality of the app. Creating WIP records Once both are set up, go to the Work In Progress page. On that page, you can add the WIP details individually by filling in a form. To do so, click the Add New Records button. The table on that Work In Progress page will show the WIP records that have been set up. Under the Action menu of a record, there are options to update WIP status, view reports, etc. Updating WIP status To update the status, go to the WIP Status option. On the new page, click on the Add New Records button, then fill out the form. To update the status from the smartphone app, tap on Update WIP Status. If you are using barcodes or NFC tags, you can scan them. Alternatively, you can also search for the WIP record to update, then fill out the form based on your custom fields settings. Creating and updating WIP records via Automated Workflows Using Zapier Using Zapier, you can automate how WIP records are added to your account. For example, you could edit a Google Sheet row, and have the data on that row automatically used to create a new WIP record or update a WIP status. You first need to set up a Zap trigger. After that, choose the app Ventipix Asset & Inventory Manager, and the action Create Work In Progress or Create Work In Progress Status. Click on Continue, then authenticate your account. In the step that follows, map data from your Zap trigger on to the fields that you want to populate automatically. Proceed to then test the integration, and turn the Zap on. Using Microsoft Power Automate Using Microsoft Power Automate, you can also automate how assets are added to your account from other platforms (flows). For example, you could set up a trigger or schedule whereby data from the source platform is automatically used to create an asset in your account. In your Power Automate account, set up a new flow, for example, "Automated - from blank" or "Scheduled - from blank". After that, choose the connector with the data source, and its appropriate action. If using Excel, you would choose, "list rows present in a table". For example: If using Google Sheets, you would choose, "Get rows". For example: Once the connector has been set up with all its authentication requirements, and file location details, proceed to add a new step. In this new step, search for "Ventipix Asset and Inventory" connector. Then, under its Action menu, select, "Create an asset or inventory record". In the new prompt, under the Services dropdown, select "WIP Status". In the input fields that will then be displayed, select the dynamic content that should go on to them. On the "Apply to each" prompt, click on the "Create an asset or inventory record" title to expand it. After that, continue to populate the necessary or required fields with more dynamic content. For example: Once that's done, save the entire flow setup, then let it run. If needed, you can of course add further steps in the workflow. Inventory Adjustments from WIP You can set up WIP such that when a status update is made, specified inventories get their quantities updated too. When creating a WIP record, under the Inventory section, choose the inventories, and the field to be adjusted, e.g. Quantity and the amount to adjust. Under "When to adjust inventory?", choose "When WIP Status changes". After that, choose the WIP status that should trigger the adjustment. Once you have saved the changes, the next time a WIP status update is done, and the trigger condition is met, the specified inventories will have adjustments made. ======================================== ARTICLE ID: 523 TITLE: Goods Dispatched URL: https://kb.ventipix.com/knowledge-base/deliveries/ PUBLISHED: 2019-09-27 22:25:14 ---------------------------------------- You can track outbound delivery of goods and set up notifications to be issued at different stages of the delivery process. Prerequisites There are two initial steps to set up the delivery tracking. The first one is for customizing the Goods Dispatched Data Capture fields, for collecting the delivery details. The second one is for customizing the Delivery Status Data Capture fields, for updating the delivery status. Note - Some fields are required to preserve the functionality of the app. Creating delivery records Once both are set up, go to Deliveries > Goods Dispatched. On that page, you can add the delivery details individually by filling in a form or in multiples by importing a CSV file. The table on that Goods Dispatched page will show the delivery records that have been set up. Under the Action menu of a record, there are options to print packing slips, update delivery status, view reports, etc. Updating a delivery status To update the status, go to the Delivery Status option, then on the new page, click on the Add New Records button > Add A Single Record. On the page that follows, fill out the form. To update the status from the smartphone app, tap on Update Delivery Status. Thereafter, fill out the form. If you print the packing slip, you can scan the QR code with the smartphone app. Alternatively, you can search for the delivery record, or scan any other barcode or NFC tag, that's associated with the delivery's Order Reference. Setting up notifications See this guideline on how to set up email notifications, which can include a tracking URL, that the recipient can use to track the progress of the delivery. Creating and updating delivery records via automated workflows Using Zapier Using Zapier, you can automate how delivery records are added to your account. For example, you could edit a Google Sheet row and have the data on that row automatically used to create a delivery record or update a delivery status. You first need to set up a Zap trigger. After that, choose the app Ventipix Asset & Inventory Manager, and the action Create Delivery or Create Delivery Status. Click on Continue, then authenticate your account. In the step that follows, map data from your Zap trigger onto the fields that you want to populate automatically. Proceed to then test the integration, and turn the Zap on. Using Microsoft Power Automate Using Microsoft Power Automate, you can also automate how assets are added to your account from other platforms (flows). For example, you could set up a trigger or schedule whereby data from the source platform is automatically used to create an asset in your account. In your Power Automate account, set up a new flow, for example, "Automated - from blank" or "Scheduled - from blank". After that, choose the connector with the data source, and its appropriate action. If using Excel, you would choose, "list rows present in a table". For example: If using Google Sheets, you would choose, "Get rows". For example: Once the connector has been set up with all its authentication requirements, and file location details, proceed to add a new step. In this new step, search for "Ventipix Asset and Inventory" connector. Then, under its Action menu, select, "Create an asset or inventory record". In the new prompt, under the Services dropdown, select "Delivery Status". In the input fields that will then be displayed, select the dynamic content that should go on to them. On the "Apply to each" prompt, click on the "Create an asset or inventory record" title to expand it. After that, continue to populate the necessary or required fields with more dynamic content. For example: Once that's done, save the entire flow setup, then let it run. If needed, you can of course add further steps in the workflow. Inventory Adjustments from Goods Dispatched You can set up Goods Dispatched such that when a status update is made, specified inventories get their quantities updated too. When creating a WIP record, under the Inventory section, choose the inventories, and the field to be adjusted, e.g. Quantity and the amount to adjust. Under “When to adjust inventory?“, choose “When Delivery Status changes“. After that, choose the delivery status that should trigger the adjustment. Once you have saved the changes, the next time a delivery status update is done, and the trigger condition is met, the specified inventories will have adjustments made. ======================================== ARTICLE ID: 514 TITLE: Tracking Purchase Order Items URL: https://kb.ventipix.com/knowledge-base/tracking-purchase-order-items/ PUBLISHED: 2019-09-27 17:23:53 ---------------------------------------- The platform enables you to track order items received from purchase orders. For example, you may want to know how many items were ordered, and compare them to what was and wasn't received, the condition they were received in, who received them, and where they put them. Prerequisite First, customize the Goods Received Data Capture fields so that you can collect the relevant details about the order items. Updating Goods Received From the web app To update the order item status, on the same Goods Received page, find the purchase order details on the table, then click on Action > Update Goods Received. On the new page, fill out the spreadsheet (based on your custom fields) with relevant details as desired. Updating Inventories To update inventory items whilst you are on the Goods Received page, scroll to the Update Inventory section. Find the inventory you want to update, choose the field to update, and its amount. From the smartphone app From our iOS & Android apps, you can also update the status of the order items. To do so, go to Update Purchase Order Items Received. Updating Inventories To update the inventory whilst also updating the purchase order items from the smartphone app menu above, first ensure that the purchase order line items are associated with the inventory's barcode values. On the web app, from the Manage Deliveries > Goods Received table, go to the record's Edit menu. Under the Line Items, section, enter the inventory's barcode value. Back on the smartphone app, under the Inventory Adjustment field, choose the type of adjustment you want to make. ======================================== ARTICLE ID: 510 TITLE: Transferring Inventory URL: https://kb.ventipix.com/knowledge-base/transferring-inventory/ PUBLISHED: 2019-09-27 16:40:25 ---------------------------------------- The platform can enable you to track the movement of inventory from one location to another. When a transfer is made, quantity or other metrics that you define, get deducted from the origin location and incremented or created as new on the destination location. Prerequisite Before transferring inventory, they first need to exist under the Inventory section. See the guide on setting up inventory. If you haven't set up inventory locations, ensure that they're set up. You then need to customize the Transfer Inventory Data Capture fields so that you can gather the details you need about the transferred inventory. For the fields that need to be adjusted, set the Answer Type as Numeric, for example, Quantity. There are several ways to transfer inventory. Inventory transfers from the web app Option 1 – From the Inventory page Go to the Manage Inventory > Inventory page. On the table, select the inventory, then click on the Transfer Selected button. Follow the prompts after that, then fill out the form on the page that follows. Option 2 – From the Transferred Inventory page Go to the Manage Inventory > Transferred Inventory page, then click on the Add New Records button > Add A Single Record. Alternatively, if there are previously transferred inventories on the table, you can select them and click on the Transfer Selected button. Option 3 – Importing CSV files You can also import data by going to the Add New Records > Import From CSV option. When importing CSV files, ensure that your data is aligned properly as shown on the example templates. Inventory transfers from the smartphone app If you have barcodes or NFC tags, you can scan them using our iOS & Android apps, then fill in the form with your inventory details. On the smartphone app, go to Transfer Inventory. Inventory transfers via automated workflows Using Zapier Using Zapier, you can automate how inventory transfers are recorded in your account. For example, you could edit a Google Sheet or Excel spreadsheet row, and have the data on that row automatically used to create an inventory transfer record. You first need to set up a Zap trigger. After that, choose the app Ventipix Asset & Inventory Manager, and the action Create Inventory Transfer. Click on Continue, then authenticate your account. In the step that follows, map data from your Zap trigger on to the fields that you want to populate automatically. Proceed to then test the integration, and turn the Zap on. Using Microsoft Power Automate Using Microsoft Power Automate, you can also automate how assets are added to your account from other platforms (flows). For example, you could set up a trigger or schedule whereby data from the source platform is automatically used to create an asset in your account. In your Power Automate account, set up a new flow, for example, "Automated - from blank" or "Scheduled - from blank". After that, choose the connector with the data source, and its appropriate action. If using Excel, you would choose, "list rows present in a table". For example: If using Google Sheets, you would choose, "Get rows". For example: Once the connector has been set up with all its authentication requirements, and file location details, proceed to add a new step. In this new step, search for "Ventipix Asset and Inventory" connector. Then, under its Action menu, select, "Create an asset or inventory record". In the new prompt, under the Services dropdown, select "Inventory Transfers". In the input fields that will then be displayed, select the dynamic content that should go on to them. On the "Apply to each" prompt, click on the "Create an asset or inventory record" title to expand it. After that, continue to populate the necessary or required fields with more dynamic content. For example: Once that's done, save the entire flow set up, then let it run. If needed, you can of course add further steps in the workflow. ======================================== ARTICLE ID: 505 TITLE: Stock-taking / Inventory Counting URL: https://kb.ventipix.com/knowledge-base/stock-taking-inventory-counting/ PUBLISHED: 2019-09-27 16:37:57 ---------------------------------------- The platform enables you to verify the quantities, weight, or any other quantifiable attribute of items in your inventory. Prerequisite Before inventory counting, the inventories must first be created under the Inventory section. See the guide on setting up inventory. If you haven't set up inventory locations, ensure that they're set up. You then need to customize the Stock-take Data Capture fields so that you can gather the necessary details about the inventories. There are several ways to stock-take. Stock-taking from the smartphone app If you have barcodes or NFC tags, you can scan them using our iOS & Android apps, then indicate the adjustment that should be made. On the smartphone app, go to Stock-take, then fill out the form with the total stock count. You should then indicate what should be done with the inventory totals. You can either have the app increment, deduct, or set their new values. Stock-taking from the web app From the Manage Inventory > Stock-take page, go to Add New Records > Add A Single Record option. On the page that follows, fill out the form and indicate how the inventory should be adjusted. If you're using Bluetooth or USB scanners, you can scan the barcodes or NFC Tags, then fill out the spreadsheet (based on your custom fields). On that web spreadsheet, unless indicated otherwise, the app will increment the inventory values being counted. To have a deduction made, simply append "-" to the number. For example, "-5" to deduct 5. To have the value replaced, simply append "=" to the number. For example, "=10" to set an inventory's new value to 10. Stock-taking by importing CSV files You can also import data by going to the Add New Records > Import From CSV option. When importing CSV files, ensure that your data is aligned properly as shown on the example templates. Stock-taking via automated workflows Using Zapier Using Zapier, you can automate how stock-takes are recorded in your account. For example, you could edit a Google Sheet or Excel spreadsheet row, and have the data on that row automatically used to create an inventory stock-take record. You first need to set up a Zap trigger. After that, choose the app Ventipix Asset & Inventory Manager, and the action Create Stock Take. Click on Continue, then authenticate your account. In the step that follows, map data from your Zap trigger on to the fields that you want to populate automatically. Proceed to then test the integration, and turn the Zap on. Using Microsoft Power Automate Using Microsoft Power Automate, you can also automate how assets are added to your account from other platforms (flows). For example, you could set up a trigger or schedule whereby data from the source platform is automatically used to create an asset in your account. In your Power Automate account, set up a new flow, for example, "Automated - from blank" or "Scheduled - from blank". After that, choose the connector with the data source, and its appropriate action. If using Excel, you would choose, "list rows present in a table". For example: If using Google Sheets, you would choose, "Get rows". For example: Once the connector has been set up with all its authentication requirements and file location details, proceed to add a new step. In this new step, search for the "Ventipix Asset and Inventory" connector. Then, under its Action menu, select "Create an asset or inventory record". In the new prompt, under the Services dropdown, select "Stock-take". In the input fields that will then be displayed, select the dynamic content that should go on them. On the "Apply to each" prompt, click on the "Create an asset or inventory record" title to expand it. After that, continue to populate the necessary or required fields with more dynamic content. For example: Once that's done, save the entire flow setup, then let it run. If needed, you can of course add further steps in the workflow. ======================================== ARTICLE ID: 490 TITLE: Inventory Bundles URL: https://kb.ventipix.com/knowledge-base/inventory-bundles/ PUBLISHED: 2019-09-27 15:14:20 ---------------------------------------- Overview Inventory Bundles is a feature that enables you to group items that can be incremented or decremented in varying amounts but need to be processed as one unit. For example, one unit could contain 6 screws and 12 bolts. When reducing inventory, you could want to simply reduce 10 of these units, without having to manually type each item's quantity. Prerequisite Before adjusting inventory, they first need to exist under the Inventory section. After that, review the Inventory Bundle Data Capture fields. Customize them if necessary. Tip - using the same Question as you have on Reduce or Increment Data Capture, will cause those fields to be auto-filled whenever you increment/decrement inventory using this Inventory Bundle feature. To set up a new bundle, go to the Manage Inventory > Inventory Bundles page, then choose Add New Records > Add A Single Record option. On the page that follows, fill out the form. Under the Bundle Reference field, assign a unique ID, or have the app generate one for you. This ID can be used on barcodes or NFC tags. Under the Bundle Name field, enter a name to identify the bundle. Under the Inventory Items section, choose the inventory items that should be part of the bundle. Under the Inventory column - choose the inventory item. Under the Field Name column - choose what should be adjusted. Under the Amount column - enter the numeric value that should be deducted/incremented. Under Allow Editing - if set to "No", the person doing the adjustment cannot change what you have set under the Amount column. Making adjustments From the web app To make inventory adjustments using the Inventory Bundles feature, go to the Manage Inventory > Inventory Bundles page. On the table, find the inventory bundle you want to adjust, then go to Actions > Adjust Inventory. On the new page, you will see something like this: The meaning of those fields are as follows: Bundle Reference - this is the name of the bundle being adjusted. Inventory Adjustment - this is the type of adustment that should be made on the entire bundled items. It can either be increment or decrement. Bundle Items - these are the contents of the bundles, their available quantities, and value of the adjustment to be made. As per the bundle's setting, the adjustment value can either be editable or not. How many bundles - this field is for indicating how many units of the bundled items are to be adjusted. From the Smartphone App If you created barcodes or NFC tags for the bundles, you can scan them using our iOS & Android apps, then make the adjustments. Refer to the field descriptions above. You can also search for the bundle by name/reference if no barcodes or NFC Tags are available. On the smartphone app, go to Inventory Bundles. Viewing adjustments made Adjustments made can be seen on the respective page. For example, if a deduction was made, then the deductions would be seen from the Manage Inventory > Reduced Inventory page. Generating Bill of Materials To generate a bill of materials, from the Inventory Bundles table, go to a record's Actions menu, then click on Generate Bill of Materials. On the subsequent page, you will be show two tables. The first table contains the details that identify or are pertinent to the bill of materials records. These details can be customized by creating data capture fields for the inventory bundle service. The second table show the inventory records pertinent to the bill of materials. From this table, you can view the inventory levels and the quantities required to make a product, export the data as CSV, execute inventory adjustments, identify low stocks, and calculate the number of products that can be made based on the available inventory. ======================================== ARTICLE ID: 487 TITLE: Reducing Inventory URL: https://kb.ventipix.com/knowledge-base/reducing-inventory/ PUBLISHED: 2019-09-27 13:25:33 ---------------------------------------- The platform enables you to reduce quantities and any other quantifiable attribute of an inventory such as weight, etc. When multiple quantifiable fields are present, the app will prompt you to choose which one should be adjusted. Prerequisite Before reducing inventory, they first need to exist under the Inventory section. See the guide on setting up inventory. If you haven't set up inventory locations, ensure that they're set up. You then need to customize the Reduce Inventory Data Capture fields so that you can gather the details you need about them. For the fields that need to be reduced, set the Answer Type as Numeric, for example, Quantity. There are several ways to reduce inventory. Reducing inventory from the web app Option 1 – From the Inventory page Go to the Manage Inventory > Inventory page. On the table, select the inventory, then click on the Deduct Selected button. Follow the prompts after that, then fill out the form on the page that follows. Option 2 – From the Reduced Inventory page Go to the Manage Inventory > Reduced Inventory page, then click on the Add New Records button > Add A Single Record. Alternatively, if there are previously decremented inventories on the table, you can select them and click on the Reduce Selected button. Option 3 – Use Bluetooth, USB or Wireless scanners Go to the Bluetooth & USB scanners page, then choose Reduce Inventory from the dropdown menu. When barcodes are then scanned, the spreadsheet at the bottom of the page will be populated with the scanned values. You then need to fill in the rest of the cells with the corresponding data, then save the spreadsheet. Option 4 – Importing CSV files You can also import data by going to the Add New Records > Import From CSV option. When importing CSV files, ensure that your data is aligned properly as shown on the example templates. Reducing inventory from the smartphone app If you have barcodes or NFC tags, you can scan them using our iOS & Android apps, then fill in the form with your inventory details. On the smartphone app, go to Reduce Inventory. By default, when entering the barcode or NFC tag value for the inventory, the app will retrieve the current inventory's record. This will include the current Quantity, weight, etc, record. If you want the app to show a default value instead for example "1" for Quantity, in your data capture setting, enter "1" in the Options column in the Quantity row. Example with a default value On the smartphone app swipe left, then go to Settings. Under the "Retrieve data from the last scan" > "Set Exception", choose Reduce Inventory, then save your preferences. Reducing inventory via automated workflows Using Zapier Using Zapier, you can automate how inventory deductions are recorded in your account. For example, you could edit a Google Sheet or Excel spreadsheet row, and have the data on that row automatically used to create a reduced inventory record. You first need to set up a Zap trigger. After that, choose the app Ventipix Asset & Inventory Manager, and the action Create Inventory Reduction. Click on Continue, then authenticate your account. In the step that follows, map data from your Zap trigger onto the fields that you want to populate automatically. Proceed to then test the integration, and turn the Zap on. Using Microsoft Power Automate Using Microsoft Power Automate, you can also automate how assets are added to your account from other platforms (flows). For example, you could set up a trigger or schedule whereby data from the source platform is automatically used to create an asset in your account. In your Power Automate account, set up a new flow, for example, "Automated - from blank" or "Scheduled - from blank". After that, choose the connector with the data source, and its appropriate action. If using Excel, you would choose, "list rows present in a table". For example: If using Google Sheets, you would choose, "Get rows". For example: Once the connector has been set up with all its authentication requirements, and file location details, proceed to add a new step. In this new step, search for "Ventipix Asset and Inventory" connector. Then, under its Action menu, select, "Create an asset or inventory record". In the new prompt, under the Services dropdown, select "Inventory Deduction". In the input fields that will then be displayed, select the dynamic content that should go on to them. On the "Apply to each" prompt, click on the "Create an asset or inventory record" title to expand it. After that, continue to populate the necessary or required fields with more dynamic content. For example: Once that's done, save the entire flow set up, then let it run. If needed, you can of course add further steps in the workflow. ======================================== ARTICLE ID: 469 TITLE: Increasing Inventory URL: https://kb.ventipix.com/knowledge-base/increasing-inventory/ PUBLISHED: 2019-09-27 12:44:21 ---------------------------------------- The platform enables you to increment quantities and any other quantifiable attribute of an inventory such as weight, etc. When multiple quantifiable fields are present, the app will prompt you to choose which one should be adjusted. Prerequisite Before incrementing inventory, they first need to exist under the Inventory section. See the guide on setting up inventory. If you haven't set up inventory locations, ensure that they're set up. You then need to customize the Add Inventory Data Capture fields so that you can gather the details you need about them. For the fields that need to be incremented, set the Answer Type as Numeric, for example, Quantity. There are several ways to increment inventory. Incrementing inventory from the web app Option 1 - From the Inventory page Go to the Manage Inventory > Inventory page. On the table, select the inventory, then click on the Increment Selected button. On the page that follows, fill out the form. Option 2 - From the Incremented Inventory page Go to the Manage Inventory > Incremented Inventory page, then click on the Add New Records button > Add A Single Record. Alternatively, if there are previously incremented inventories on the table, you can select them and click on the Increment Selected button. Option 3 – Use Bluetooth, USB, or Wireless scanners Go to the Bluetooth & USB scanners page, then choose Add Inventory from the dropdown menu. When barcodes are then scanned, the spreadsheet at the bottom of the page will be populated with the scanned values. You then need to fill in the rest of the cells with the corresponding data, then save the spreadsheet. Option 4 – Importing CSV files You can also import data by going to the Add New Records > Import From CSV option. When importing CSV files, ensure that your data is aligned properly as shown on the example templates. Incrementing inventory from the smartphone app If you have barcodes or NFC tags, you can scan them using our iOS & Android apps, then fill in the form with your inventory details. On the smartphone app, go to Add Inventory. By default, when entering the barcode or NFC tag value for the inventory, the app will retrieve the current inventory record. This will include the current Quantity, weight, etc, record. If you want the app to show a default value instead for example “1” for Quantity, in your data capture setting, enter “1” in the Options column in the Quantity row. Example with a default value On the smartphone app swipe left, then go to Settings. Under the “Retrieve data from the last scan” > “Set Exception“, choose Increment Inventory, then save your preferences. Incrementing inventory via automated workflows Using Zapier Using Zapier, you can automate how inventory increments are recorded in your account. For example, you could edit a Google Sheet or Excel spreadsheet row, and have the data on that row automatically used to create an incremented inventory record. You first need to set up a Zap trigger. After that, choose the app Ventipix Asset & Inventory Manager, and the action Create Inventory Increments. Click on Continue, then authenticate your account. In the step that follows, map data from your Zap trigger onto the fields that you want to populate automatically. Proceed to then test the integration, and turn the Zap on. Using Microsoft Power Automate Using Microsoft Power Automate, you can also automate how assets are added to your account from other platforms (flows). For example, you could set up a trigger or schedule whereby data from the source platform is automatically used to create an asset in your account. In your Power Automate account, set up a new flow, for example, "Automated - from blank" or "Scheduled - from blank". After that, choose the connector with the data source, and its appropriate action. If using Excel, you would choose, "list rows present in a table". For example: If using Google Sheets, you would choose, "Get rows". For example: Once the connector has been set up with all its authentication requirements, and file location details, proceed to add a new step. In this new step, search for the "Ventipix Asset and Inventory" connector. Then, under its Action menu, select, "Create an asset or inventory record". In the new prompt, under the Services dropdown, select "Inventory Increment". In the input fields that will then be displayed, select the dynamic content that should go on to them. On the "Apply to each" prompt, click on the "Create an asset or inventory record" title to expand it. After that, continue to populate the necessary or required fields with more dynamic content. For example: Once that's done, save the entire flow set up, then let it run. If needed, you can of course add further steps in the workflow. ======================================== ARTICLE ID: 457 TITLE: Inventory URL: https://kb.ventipix.com/knowledge-base/inventory/ PUBLISHED: 2019-09-27 11:46:38 ---------------------------------------- The platform enables you to track adjustments made to inventories. Multiple locations are supported, and adjustments for each location is accounted for separately. Where multiple locations are involved, each inventory record would be associated with a single unique location. Prerequisite Inventory is the main point of entry for adding inventory data to the platform. In order to add or import inventory, you first need to customize the Record Inventory Data Capture fields so that you can gather the details you need about them. Location is a recommended field to have. You can set up or manage inventory locations according to the guidelines given. When adding inventory, each inventory record in a location will need a unique identifier (a unique ID, SKU, etc, as long as it's unique). This is what will be used when scanning barcodes or NFC tags. After that, the next step would be to add the inventory data to the platform. Adding inventory records from the web app Option 1 – Add inventory records individually Go to the Manage Inventory > Inventory page, then click on the Add New Records button > Add A Single Record. Fill in the form on the new page that follows. To edit the record, find it on the table, then go to Actions > Edit. Option 2 – Import multiple inventories using a CSV file Go to the Manage Inventory > Inventory page, then click on the Add New Records button > Import From CSV. Upload a CSV file based on the guidelines shown on the new page. Existing records can be edited by uploading the CSV, provided that the Barcode/NFC Tag ID, and location value are the same. Option 3 - Import from Apps such as QuickBooks, Square or Shopify If your account is connected with QuickBooks Online, Square, or Shopify, you can import your inventories. To do so, go to the Manage Inventory > Inventory page, then click on the Add New Records button > Import from (QuickBooks, or Square, or Shopify). Option 4 – Use an online spreadsheet Go to Manage Inventory > Inventory page, click on the Scan To Spreadsheet button. On the new page, use our smartphone app to scan barcodes or NFC tags, then populate the rest of the spreadsheet. Option 5 – Use Bluetooth, USB or Wireless scanners Go to the Bluetooth & USB scanners page, then choose Record Inventory from the dropdown menu. When barcodes are then scanned, the spreadsheet at the bottom of the page will be populated with the scanned values. You then need to fill in the rest of the cells with the corresponding data, then save the spreadsheet. Adding inventory records from the smartphone app If you have barcodes or NFC tags, you can scan them using our iOS & Android apps, then fill in the form with your inventory details. On the smartphone app, go to Add/Update Inventory Details, to add new or edit existing inventory. Adding inventory records via automated workflows Using Zapier Using Zapier, you can automate how inventory records are added to your account. For example, you could edit a Google Sheet row, and have the data on that row automatically used to create an inventory record. You first need to set up a Zap trigger. After that, choose the app Ventipix Asset & Inventory Manager, and the action Create Inventory. Click on Continue, then authenticate your account. In the step that follows, map data from your Zap trigger on to the fields that you want to populate automatically. Proceed to then test the integration, and turn the Zap on. Using Microsoft Power Automate Using Microsoft Power Automate, you can also automate how assets are added to your account from other platforms (flows). For example, you could set up a trigger or schedule whereby data from the source platform is automatically used to create an asset in your account. In your Power Automate account, set up a new flow, for example, "Automated - from blank" or "Scheduled - from blank". After that, choose the connector with the data source, and its appropriate action. If using Excel, you would choose, "list rows present in a table". For example: If using Google Sheets, you would choose, "Get rows". For example: Once the connector has been set up with all its authentication requirements, and file location details, proceed to add a new step. In this new step, search for "Ventipix Asset and Inventory" connector. Then, under its Action menu, select, "Create an asset or inventory record". In the new prompt, under the Services dropdown, select "Inventory Tagging". In the input fields that will then be displayed, select the dynamic content that should go on to them. On the "Apply to each" prompt, click on the "Create an asset or inventory record" title to expand it. After that, continue to populate the necessary or required fields with more dynamic content. For example: Once that's done, save the entire flow set up, then let it run. If needed, you can of course add further steps in the workflow. ======================================== ARTICLE ID: 448 TITLE: Asset Auditing URL: https://kb.ventipix.com/knowledge-base/asset-auditing/ PUBLISHED: 2019-09-27 10:12:23 ---------------------------------------- The platform can enable you to keep records of the conditions of assets. Prerequisite Before auditing assets, they first need to exist under the Tagged Assets section. If necessary, you then need to customize the Asset Auditing Data Capture fields so that you can gather the details you need about the assets being audited. Asset auditing from the web app There are several ways to audit assets. Option 1 – adding audit records one by one Go to the Manage Assets > Asset Auditing page, then click on the Add New Records button > Add A Single Record. On the new page, select the asset then fill out and submit the form. To edit the record, find it on the table, then go to Actions > Edit. Option 2 – adding audit records in bulk Go to Manage Assets > Asset Auditing page. Click on the Add New Records button > Import From CSV. On the new page, upload the CSV file, according to the guidelines shown there. Option 3 – Use an online spreadsheet Go to the Manage Assets > Asset Auditing page, then click on the Add New Records button > Scan To Spreadsheet. On the new page, use our smartphone app to scan barcodes or NFC tags, then populate the rest of the spreadsheet. Option 4 – Use Bluetooth, USB, or Wireless scanners Go to the Bluetooth & USB scanners page, then choose Audit from the dropdown menu. When barcodes are then scanned, the spreadsheet at the bottom of the page will be populated with the scanned values. You then need to fill in the rest of the cells with the corresponding data, then save the spreadsheet. Option 5 – Importing CSV files You can also import data by going to the Add New Records > Import From CSV option. When importing CSV files, ensure that your data is aligned properly as shown on the example templates. Asset auditing from the Smartphone App On the iOS or Android app, go to Audit Assets, then fill out the form. If you have barcodes or NFC tags, you can scan them using the app. Alternatively, you can search for the asset. Asset auditing via automated workflows Using Zapier Using Zapier, you can automate how asset audits are added to your account. For example, you could edit a Google Sheet row, and have the data on that row automatically used to create an asset audit record. You first need to set up a Zap trigger. After that, choose the app Ventipix Asset & Inventory Manager, and the action Create Asset Audit. Click on Continue, then authenticate your account. In the step that follows, map data from your Zap trigger on to the fields that you want to populate automatically. Proceed to then test the integration, and turn the Zap on. Using Microsoft Power Automate Using Microsoft Power Automate, you can also automate how assets are added to your account from other platforms (flows). For example, you could set up a trigger or schedule whereby data from the source platform is automatically used to create an asset in your account. In your Power Automate account, set up a new flow, for example, "Automated - from blank" or "Scheduled - from blank". After that, choose the connector with the data source, and its appropriate action. If using Excel, you would choose, "list rows present in a table". For example: If using Google Sheets, you would choose, "Get rows". For example: Once the connector has been set up with all its authentication requirements, and file location details, proceed to add a new step. In this new step, search for "Ventipix Asset and Inventory" connector. Then, under its Action menu, select, "Create an asset or inventory record". In the new prompt, under the Services dropdown, select "Asset Auditing". In the input fields that will then be displayed, select the dynamic content that should go on to them. On the "Apply to each" prompt, click on the "Create an asset or inventory record" title to expand it. After that, continue to populate the necessary or required fields with more dynamic content. For example: Once that's done, save the entire flow set up, then let it run. If needed, you can of course add further steps in the workflow. ======================================== ARTICLE ID: 445 TITLE: Asset Reservation URL: https://kb.ventipix.com/knowledge-base/asset-reservation/ PUBLISHED: 2019-09-27 09:56:15 ---------------------------------------- The platform can enable you to reserve assets so that they cannot be checked out within a specific time frame. This feature requires your timezone to be correct. Prerequisite Before reserving assets, they first need to exist under the Tagged Assets section. By default, the platform comes with preset Data Capture fields, that you can customize to meet your needs. Note - some of these fields cannot be changed to preserve the functionality of the feature. Once an asset has been reserved, it will not be available for checkout until the reservation period expires, or the reservation itself is removed. When filling in the reservation forms, enter the date in YYYY-MM-DD, and the time in 24-hour format. There are several ways to reserve assets. Asset reservation from the web app Option 1 – From the Tagged Assets page Go to Manage Assets > Tagged Assets. On the table, select the assets then click on the Reservation button. On the page that follows, fill out and submit the form. Option 2 – From the Asset Reservation page Go to the Manage Assets > Reservation page. Click on the Add New Records button > Add A Single Record. On the new page, select the asset then fill out and submit the form. Option 3 – Use an online spreadsheet Go to the Manage Assets > Reservation page, then click on the Add New Records button > Scan To Spreadsheet. On the new page, use our smartphone app to scan barcodes or NFC tags, then populate the rest of the spreadsheet. Option 4 – Use Bluetooth, USB or Wireless scanners Go to the Bluetooth & USB scanners page, then choose Add To Reservation from the dropdown menu. When barcodes are then scanned, the spreadsheet at the bottom of the page will be populated with the scanned values. You then need to fill in the rest of the cells with the corresponding data, then save the spreadsheet. Option 5 – Importing CSV files You can also import data by going to the Add New Records > Import From CSV option. When importing CSV files, ensure that your data is aligned properly as shown on the example templates. Asset reservation from the smartphone app On the iOS or Android app, go Reserve Assets, then fill out the form. If you have barcodes or NFC tags, you can scan them using the app. Alternatively, you can search for the asset. Asset reservation via automated workflows Using Zapier Using Zapier, you can automate how asset reservations are added to your account. For example, you could edit a Google Sheet row, and have the data on that row automatically used to create an asset reservation record. You first need to set up a Zap trigger. After that, choose the app Ventipix Asset & Inventory Manager, and the action Create Asset Reservation. Click on Continue, then authenticate your account. In the step that follows, map data from your Zap trigger on to the fields that you want to populate automatically. Proceed to then test the integration, and turn the Zap on. Using Microsoft Power Automate Using Microsoft Power Automate, you can also automate how assets are added to your account from other platforms (flows). For example, you could set up a trigger or schedule whereby data from the source platform is automatically used to create an asset in your account. In your Power Automate account, set up a new flow, for example, "Automated - from blank" or "Scheduled - from blank". After that, choose the connector with the data source, and its appropriate action. If using Excel, you would choose, "list rows present in a table". For example: If using Google Sheets, you would choose, "Get rows". For example: Once the connector has been set up with all its authentication requirements, and file location details, proceed to add a new step. In this new step, search for "Ventipix Asset and Inventory" connector. Then, under its Action menu, select, "Create an asset or inventory record". In the new prompt, under the Services dropdown, select "Asset Reservation". In the input fields that will then be displayed, select the dynamic content that should go on to them. On the "Apply to each" prompt, click on the "Create an asset or inventory record" title to expand it. After that, continue to populate the necessary or required fields with more dynamic content. For example: Once that's done, save the entire flow set up, then let it run. If needed, you can of course add further steps in the workflow. ======================================== ARTICLE ID: 438 TITLE: Asset Maintenance URL: https://kb.ventipix.com/knowledge-base/asset-maintenance/ PUBLISHED: 2019-09-27 09:30:27 ---------------------------------------- The platform can enable you to track maintenance details of assets. Prerequisite Before adding assets to Maintenance, they first need to exist under the Tagged Assets section. You then need to customize the Asset Maintenance Data Capture fields so that you can gather the details you need about the assets being added to Maintenance. There are several ways to add assets to Maintenance. Asset maintenance from the web app Option 1 – From the Tagged Assets page Go to Manage Assets > Tagged Assets. On the table, select the assets then click on the Add To Maintenance button, fill out and submit the form. Option 2 – From the Asset Check-in page Assets that have been checked in, and are faulty, can be added to Maintenance from the Manage Assets > Check-in page. On the table, select the asset then click on the Add To Maintenance button, fill out and submit the form. Option 3 – From the Asset Maintenance page Go to Manage Assets > Maintenance page. Click on the Add New Records button > Add A Single Record. On the new page, select the asset then fill out and submit the form. Option 4 – Use an online spreadsheet Go to the Manage Assets > Maintenance page, then click on the Add New Records button > Scan To Spreadsheet. On the new page, use our smartphone app to scan barcodes or NFC tags, then populate the rest of the spreadsheet. Option 5 – Use Bluetooth, USB or Wireless scanners Go to the Bluetooth & USB scanners page, then choose Add To Maintenance from the dropdown menu. When barcodes are then scanned, the spreadsheet at the bottom of the page will be populated with the scanned values. You then need to fill in the rest of the cells with the corresponding data, then save the spreadsheet. Option 6 – Importing CSV files You can also import data by going to the Add New Records > Import From CSV option. When importing CSV files, ensure that your data is aligned properly as shown on the example templates. Asset maintenance from the smartphone app On the iOS or Android app, go to Update Maintenance Records, then fill out the form. If you have barcodes or NFC tags, you can scan them using the app. Alternatively, you can search for the asset. Asset maintenance via automated workflows Using Zapier Using Zapier, you can automate how asset maintenance records are added to your account. For example, you could edit a Google Sheet row, and have the data on that row automatically used to create an asset maintenance record. You first need to set up a Zap trigger. After that, choose the app Ventipix Asset & Inventory Manager, and the action Create Asset Maintenance. Click on Continue, then authenticate your account. In the step that follows, map data from your Zap trigger on to the fields that you want to populate automatically. Proceed to then test the integration, and turn the Zap on. Using Microsoft Power Automate Using Microsoft Power Automate, you can also automate how assets are added to your account from other platforms (flows). For example, you could set up a trigger or schedule whereby data from the source platform is automatically used to create an asset in your account. In your Power Automate account, set up a new flow, for example, "Automated - from blank" or "Scheduled - from blank". After that, choose the connector with the data source, and its appropriate action. If using Excel, you would choose, "list rows present in a table". For example: If using Google Sheets, you would choose, "Get rows". For example: Once the connector has been set up with all its authentication requirements, and file location details, proceed to add a new step. In this new step, search for "Ventipix Asset and Inventory" connector. Then, under its Action menu, select, "Create an asset or inventory record". In the new prompt, under the Services dropdown, select "Asset Maintenance". In the input fields that will then be displayed, select the dynamic content that should go on to them. On the "Apply to each" prompt, click on the "Create an asset or inventory record" title to expand it. After that, continue to populate the necessary or required fields with more dynamic content. For example: Once that's done, save the entire flow set up, then let it run. If needed, you can of course add further steps in the workflow. ======================================== ARTICLE ID: 415 TITLE: Asset Check-in URL: https://kb.ventipix.com/knowledge-base/asset-check-in/ PUBLISHED: 2019-09-27 08:11:10 ---------------------------------------- The platform can enable you to track and record details about assets that are being returned after they have been checked out. A list of assets that have been checked in can be viewed on the Check-in page. Prerequisite Before checking out, and checking in assets, the assets first need to exist under the Tagged Assets section. You then need to customize the Asset Check-in Data Capture fields so that you can gather the details you need about the asset being checked in. There are several ways to check in assets. Asset check-in from the web app Option 1 - From the Asset Check-out page Assets that have previously been checked out are listed on the Check-out Page. Go to the Manage Assets > Check-out page. On the table, select single or multiple assets then click on the Check-in Selected button. On the page that follows, fill out and submit the form. Option 2 - From the Asset Check-in page Go to Manage Assets > Check-in page. Click on the Add New Record button > Add A Single Record. On the new page, select the asset then fill out and submit the form. Option 3 – Use an online spreadsheet Go to the Manage Assets > Check-in page, then click on the Add New Records button > Scan To Spreadsheet. On the new page, use our smartphone app to scan barcodes or NFC tags, then populate the rest of the spreadsheet. Option 4 – Use Bluetooth, USB or Wireless scanners Go to the Bluetooth & USB scanners page, then choose Check-in Assets from the dropdown menu. When barcodes are then scanned, the spreadsheet at the bottom of the page will be populated with the scanned values. You then need to fill in the rest of the cells with the corresponding data, then save the spreadsheet. Option 5 – Importing CSV files You can also import data by going to the Add New Records > Import From CSV option. When importing CSV files, ensure that your data is aligned properly as shown on the example templates. Asset check-in from the Smartphone App On the iOS or Android app, go to Check-in Assets, then fill out the form. If you have barcodes or NFC tags, you can scan them using the app. Alternatively, you can search for the asset. Asset check-in via automated workflows Using Zapier Using Zapier, you can automate how asset check-in records are added to your account. For example, you could edit a Google Sheet row, and have the data on that row automatically used to create an asset check-in record. You first need to set up a Zap trigger. After that, choose the app Ventipix Asset & Inventory Manager, and the action Create Asset Check-in. Click on Continue, then authenticate your account. In the step that follows, map data from your Zap trigger on to the fields that you want to populate automatically. Proceed to then test the integration, and turn the Zap on. Using Microsoft Power Automate Using Microsoft Power Automate, you can also automate how assets are added to your account from other platforms (flows). For example, you could set up a trigger or schedule whereby data from the source platform is automatically used to create an asset in your account. In your Power Automate account, set up a new flow, for example, "Automated - from blank" or "Scheduled - from blank". After that, choose the connector with the data source, and its appropriate action. If using Excel, you would choose, "list rows present in a table". For example: If using Google Sheets, you would choose, "Get rows". For example: Once the connector has been set up with all its authentication requirements, and file location details, proceed to add a new step. In this new step, search for "Ventipix Asset and Inventory" connector. Then, under its Action menu, select, "Create an asset or inventory record". In the new prompt, under the Services dropdown, select "Asset Check-in". In the input fields that will then be displayed, select the dynamic content that should go on to them. On the "Apply to each" prompt, click on the "Create an asset or inventory record" title to expand it. After that, continue to populate the necessary or required fields with more dynamic content. For example: Once that's done, save the entire flow set up, then let it run. If needed, you can of course add further steps in the workflow. ======================================== ARTICLE ID: 416 TITLE: Asset Check-out URL: https://kb.ventipix.com/knowledge-base/asset-check-out/ PUBLISHED: 2019-09-26 22:02:41 ---------------------------------------- The platform can enable you to track and record details about assets that are changing ownership or location. Prerequisite Before checking out assets, they first need to exist under the Tagged Assets section. You then need to customize the Asset Check-out Data Capture fields so that you can gather the details you need about the asset being checked out. There are several ways to check out assets. Asset check-out from the web app Option 1 – From the Tagged Assets page Go to the Manage Assets > Tagged Assets page. On the table, select the assets then click on the Check-out Selected button. On the page that follows, fill out and submit the form. Option 2 - From the Asset Check-in page Assets that have previously been checked in are on the Check-in page. To check them out again, go to Manage Assets > Check-in. On the table, select the asset then click on the Check-out Selected button, fill out and submit the form. Option 3 - From the Asset Check-out page Go to the Manage Assets > Check-out page. Click on the Add New Record button > Add A Single Record. On the new page, select the asset then fill out and submit the form. Option 4 – Use an online spreadsheet Go to the Manage Assets > Check-out page, then click on the Add New Records button > Scan To Spreadsheet. On the new page, use our smartphone app to scan barcodes or NFC tags, then populate the rest of the spreadsheet. Option 5 – Use Bluetooth, USB, or Wireless scanners Go to the Bluetooth & USB scanners page, then choose Check-out Assets from the dropdown menu. When barcodes are then scanned, the spreadsheet at the bottom of the page will be populated with the scanned values. You then need to fill in the rest of the cells with the corresponding data, then save the spreadsheet. Option 6 – Importing CSV files You can also import data by going to the Add New Records > Import From CSV option. When importing CSV files, ensure that your data is aligned properly as shown on the example templates. Asset check-out from the Smartphone App On the iOS or Android app, go to Check-out Assets, then fill out the form. If you have barcodes or NFC tags, you can scan them using the app. Alternatively, you can search for the asset. Asset check-out via automated workflows Using Zapier Using Zapier, you can automate how asset check-out records are added to your account. For example, you could edit a Google Sheet row, and have the data on that row automatically used to create an asset check-out record. You first need to set up a Zap trigger. After that, choose the app Ventipix Asset & Inventory Manager, and the action Create Asset Check-out. Click on Continue, then authenticate your account. In the step that follows, map data from your Zap trigger on to the fields that you want to populate automatically. Proceed to then test the integration, and turn the Zap on. Using Microsoft Power Automate Using Microsoft Power Automate, you can also automate how assets are added to your account from other platforms (flows). For example, you could set up a trigger or schedule whereby data from the source platform is automatically used to create an asset in your account. In your Power Automate account, set up a new flow, for example, "Automated - from blank" or "Scheduled - from blank". After that, choose the connector with the data source, and its appropriate action. If using Excel, you would choose, "list rows present in a table". For example: If using Google Sheets, you would choose, "Get rows". For example: Once the connector has been set up with all its authentication requirements, and file location details, proceed to add a new step. In this new step, search for "Ventipix Asset and Inventory" connector. Then, under its Action menu, select, "Create an asset or inventory record". In the new prompt, under the Services dropdown, select "Asset Check-out". In the input fields that will then be displayed, select the dynamic content that should go on to them. On the "Apply to each" prompt, click on the "Create an asset or inventory record" title to expand it. After that, continue to populate the necessary or required fields with more dynamic content. For example: Once that's done, save the entire flow set up, then let it run. If needed, you can of course add further steps in the workflow. ======================================== ARTICLE ID: 404 TITLE: Asset Tagging URL: https://kb.ventipix.com/knowledge-base/tagged-assets/ PUBLISHED: 2019-09-26 21:52:00 ---------------------------------------- Asset Tagging Overview In your account, Tagged Assets is where all the details about your assets are. This is also the main point of entry for adding assets to the platform. Prerequisite In order to add assets, you first need to customize the Asset Tagging Data Capture fields so that you can gather the details you need about the assets. When adding assets, each asset record will need a unique identifier (a unique ID e.g serial numbers, etc). This is what will be used when scanning barcodes or NFC tags. Adding assets from the web app Option 1 - Add asset records individually Go to the Manage Assets > Tagged Assets page, click on the Add New Records button > Add A Single Record, then fill out the form on the page that follows. To edit a record, find it on the table, then go to Actions > Edit. Option 2 - Import many assets using a CSV file Go to the Manage Assets > Tagged Assets page, then click on the Add New Records button > Import From CSV. Upload a CSV file based on the guidelines shown on the new page. Existing records can be edited by uploading the CSV, provided that the Barcode/NFC Tag ID is the same. Option 3 - Use an online spreadsheet Go to the Manage Assets > Tagged Assets page, then click on the Add New Records button > Scan To Spreadsheet. On the new page, use our smartphone app to scan barcodes or NFC tags, then populate the rest of the spreadsheet. Option 4 - Use Bluetooth, USB or Wireless scanners Go to the Bluetooth & USB scanners page, then choose Asset Tagging from the dropdown menu. When barcodes are then scanned, the spreadsheet at the bottom of the page will be populated with the scanned values. You then need to fill in the rest of the cells with the corresponding data, then save the spreadsheet. Adding assets from the smartphone app If you have barcodes or NFC tags, you can scan them using our iOS & Android apps, then fill in the form with your asset details. On the smartphone app, go to Tag Assets - Add/Update Assets. On the tagged assets table, the Last Activity status shows what was last done on an asset. To reset it to the default "Available" status, simply edit the asset's record. Adding assets via automated workflows Using Zapier Using Zapier, you can automate how assets are added to your account from other platforms. For example, you could edit a Google Sheet or Excel Online spreadsheet row, and have the data on that row automatically used to create an asset. You first need to set up a Zap trigger. After that, choose the app Ventipix Asset & Inventory Manager, and the action Create Asset. Click on Continue, then authenticate your account. In the step that follows, map data from your Zap trigger on to the fields that you want to populate automatically. Proceed to then test the integration, and turn the Zap on. Using Microsoft Power Automate Using Microsoft Power Automate, you can also automate how assets are added to your account from other platforms (flows). For example, you could set up a trigger or schedule whereby data from the source platform is automatically used to create an asset in your account. In your Power Automate account, set up a new flow, for example, "Automated - from blank" or "Scheduled - from blank". After that, choose the connector with the data source, and its appropriate action. If using Excel, you would choose, "list rows present in a table". For example: If using Google Sheets, you would choose, "Get rows". For example: Once the connector has been set up with all its authentication requirements, and file location details, proceed to add a new step. In this new step, search for "Ventipix Asset and Inventory" connector. Then, under its Action menu, select, "Create an asset or inventory record". In the new prompt, under the Services dropdown, select "Asset Tagging". In the input fields that will then be displayed, select the dynamic content that should go on to them. On the "Apply to each" prompt, click on the "Create an asset or inventory record" title to expand it. After that, continue to populate the necessary or required fields with more dynamic content. For example: Once that's done, save the entire flow set up, then let it run. If needed, you can of course add further steps in the workflow. ======================================== ARTICLE ID: 411 TITLE: Scan NFC Tags To Spreadsheet URL: https://kb.ventipix.com/knowledge-base/scan-nfc-tags-to-spreadsheet/ PUBLISHED: 2019-09-26 21:40:44 ---------------------------------------- Scanning NFCs directly into Google Sheets or Excel With our spreadsheet integrations — i.e., the Google Sheets add-on and Microsoft Excel add-in — you can send NFC scans directly to the relevant spreadsheet using our smartphone apps or Bluetooth & USB scanners. This integration enables you to either insert scans into specified cells, search for the scanned value and highlight the matching rows or cells with specified colors, or alter the data in specified cells when a search is made, e.g, add a timestamp or alter an existing status. Scanning NFCs into the platform's spreadsheet Using the smartphone apps, NFC tags can be scanned into the platform’s spreadsheet. Thereafter, the spreadsheet can be populated with the rest of the data, which consequently gets saved to the relevant section in the account. To use this feature, click on the Scan To Spreadsheet button on the pages that show it. On the new page, choose Scan To Spreadsheet from the Scanning Options. Fill out the form when prompted to do so. Once you click on Start Scanning, the paired device will automatically be ready to scan. Each scanned data will be inserted into the platform’s spreadsheet. GPS coordinates are automatically captured if the smartphone app is allowed to do so. The other blank cells would need to be populated manually. Clicking on the Save button would cause the platform to edit or insert new records into the relevant table. ======================================== ARTICLE ID: 409 TITLE: Scan Barcodes To Spreadsheet URL: https://kb.ventipix.com/knowledge-base/scan-barcodes-to-spreadsheet/ PUBLISHED: 2019-09-26 21:40:06 ---------------------------------------- Scanning barcodes directly into Google Sheets or Excel With our spreadsheet integrations — i.e., the Google Sheets add-on and Microsoft Excel add-in — you can send barcode scans directly to the relevant spreadsheet using our smartphone apps, Bluetooth or USB scanners, or webcams. This integration enables you to either insert scans into specified cells, search for the scanned value and highlight the matching rows or cells with specified colors, or alter the data in specified cells when a search is made, e.g, add a timestamp or alter an existing status. Scanning barcodes into the platform's spreadsheet Using our smartphone apps, barcodes can be scanned into the platform's spreadsheet. Thereafter, the spreadsheet can be populated with the rest of the data, which consequently gets saved to the relevant section in the account. To use this feature, click on the Add New Records > Scan To Spreadsheet button from the pages that show it. On the new page first, ensure that you have the correct service chosen. After that, choose Scan To Spreadsheet from the Scanning Options dropdown. Fill out the form, when prompted to do so, and pair the smartphone app with the web app as instructed on the form. Once you click on the Start Scanning button, the paired device will automatically be ready to scan a barcode or NFC tag. Each scanned data will then be inserted into the platform's spreadsheet. GPS coordinates are automatically captured if the smartphone app is allowed to do so. The other blank cells would need to be populated manually. The column titles correspond to tour data capture settings, and as such, they can be customized. Clicking on the Save button would cause the platform to edit or insert new records into the relevant service that you selected. ======================================== ARTICLE ID: 384 TITLE: Asset Preferences URL: https://kb.ventipix.com/knowledge-base/asset-preferences/ PUBLISHED: 2019-09-26 17:30:33 ---------------------------------------- From the Manage Assets table go to Options > Preferences. Below is an overview of the features. Last Activity status The default behavior when editing an asset is the Last Activity status will show "Available". This may not be the desired behavior, so to change that, set "When editing Tagged Assets records" to "do not change the Last Activity status". Syncing custom fields You can have the Data Capture answers from other asset management services synced with the same on the main Tagged Assets fields. For example, if you have a field named "Asset Condition" in the Check-in service, and the same field "Asset Condition" in the Tagged Assets, you can set up syncing such that when the Check-in > Asset Condition field is updated, the Tagged Assets' one, gets updated too. For this syncing to work, both services need to have identically named Data Capture fields. Examples Tagged Assets - Asset Condition on row#3 Asset Check-in - Asset Condition or row#1 Syncing setup for Asset Check-in The syncing feature is also available for Asset Check-out, Maintenance, Audit, and Reservation. Blocking asset check-out Syncing can be used with another preference feature to achieve the desired effect. For example, to stop assets from being checked out, or to move assets to maintenance. To block a checkout, indicate which Data Capture field on the Tagged Assets, the app should use and the values it should look for. For instance, with the Asset Condition field above, the app has been set to look for the value "faulty". Blocking asset reservation To block a reservation, indicate which Data Capture field on the Tagged Assets, the app should use and the values it should look for. For instance, the Asset Activity field above has been set to look for the value “checked-out”. If an asset on the Tagged Assets table has a value equal to "checked-out" under its Asset Activity attribute, as shown: then when performing a reservation, the action will be blocked as shown in the image below. Automatically move assets to maintenance To automatically move assets to Maintenance, indicate which Data Capture field on the Tagged Assets, the app should use and the values it should look for. For instance, the Asset Condition above has been set to look for the value "damaged". Automatically move assets from maintenance Assets in the Maintenance table can automatically be deleted when they're repaired. Enforcing check-in after each checkout You can make it mandatory for checked-out assets to be first checked in before they can be checked out again. In the Disallow Multiple Checkout dropdown, choose "Yes" as the option. ======================================== ARTICLE ID: 386 TITLE: Account Preferences URL: https://kb.ventipix.com/knowledge-base/account-preferences/ PUBLISHED: 2019-09-26 16:18:41 ---------------------------------------- Enabling and disabling services You can disable Services that you don't intend to use. To do so, go to your Profile page > Preferences tab. Installing a desktop app If you use Google Chrome, you can access your account from a Desktop App. ======================================== ARTICLE ID: 378 TITLE: Calendar Integration URL: https://kb.ventipix.com/knowledge-base/calendar-integration/ PUBLISHED: 2019-09-26 15:42:12 ---------------------------------------- Overview This calendar integration feature enables you to view date-related data in your records from your calendar application. Calendar integration is available for all the Services. Setting up a calendar integration From the Notifications page, go to Actions > Calendar Notifications. In the popup modal, choose the Microsoft Outlook & Google Calendar Notification option, then click the Continue button. On the Calendar Integration page, choose the desired Service. Choose where the app should find the date. You may need to set up a Data Capture field with a "date" Answer Type. Choose your timezone, and enable the calendar to be active. Integrating with Google Calendar or Microsoft Outlook After submitting the form, you will receive a URL and instructions on how to subscribe or add it to your calendar. e.g. on Google or Outlook. Example calendar event Modifying the notification From the Notifications page, go to the Notifications table. Find the notification you want to modify. Under the Actions column, go to Edit. To pause the notification, change its status to Inactive. ======================================== ARTICLE ID: 371 TITLE: Delivery Notifications URL: https://kb.ventipix.com/knowledge-base/delivery-notifications/ PUBLISHED: 2019-09-26 14:59:01 ---------------------------------------- Overview This notification type can be used for sending email alerts when the status of delivery changes to one of the states that you're monitoring. For example, an email can be sent to a customer when a product has been dispatched. The email can include a URL that shows the history of all the status changes. Setting up or modifying the notification To set this notification up or to modify it, go to the Goods Dispatched table > Options > Notifications. On the Notifications page, under the Actions menu, choose Email Notifications, then For Goods Dispatched. In the popup modal, choose the Status Change option, then click the Continue button. On the next page, choose the Trigger Status. Multiple statuses can be chosen, and the app will trigger an email for each of them. To change what options are available under the Trigger Status, go to the Data Capture page, and select, Delivery Status. Set the first row like so: Back on the Notifications page, choose who should receive the email notifications. You can enter the email addresses, under the “The following email addresses” section, if the recipients are the same for all the delivery records. If the recipients are different for specific deliveries, then you need to have their emails recorded on the delivery’s record. To do so, you need a Data Capture field with the Answer Type set to either “Email”, “Select” or “Hidden”. For “Select” or “Hidden” Answer Types, specify the email address in the Options section of the Data Capture settings. The “Hidden” Answer Type, can only have one email address, whereas “Select” can have multiple emails defined, but only one will be chosen when filling out the forms. Compose the message. Use the placeholders if necessary. If the recipients of the emails are also users of the app, you can have the app create to-do tasks automatically whenever the emails are issued. Modifying the notification From the Notifications page, go to the Notifications table. Find the notification you want to modify. Under the Actions column, go to Edit. To pause the notification, change its status to Inactive. ======================================== ARTICLE ID: 366 TITLE: Purchase Orders Notification URL: https://kb.ventipix.com/knowledge-base/purchase-orders-notification/ PUBLISHED: 2019-09-26 14:13:46 ---------------------------------------- Overview This notification type can be used for sending email alerts when a shipment is due for delivery or is overdue. The shipment or delivery due date will be read from the item's record. Setting up the notification To set it up, go to the Purchase Orders table > Options > Notifications. On the Notifications page, under the Actions menu, choose Email Notifications, then For Goods Received. In the popup modal, choose the desired option, then click the Continue button. On the next page, choose team members or enter the email addresses of those who should receive the email notifications. Indicate how many days before or after the due date, should the notification be sent. This is dependent on the notification type. Compose the message. Use the placeholders if necessary. If the recipients of the emails are also users of the app, you can have the app create to-do tasks automatically whenever the emails are issued. Modifying the notification From the Notifications page, go to the Notifications table. Find the notification you want to modify. Under the Actions column, go to Edit. To pause the notification, change its status to Inactive. ======================================== ARTICLE ID: 363 TITLE: New Activity Notification For Inventories URL: https://kb.ventipix.com/knowledge-base/new-activity-notification-for-inventories/ PUBLISHED: 2019-09-26 14:01:01 ---------------------------------------- Overview This notification type can be used for sending email alerts whenever a new inventory record has been added. For example, email alerts can be sent whenever an inventory transfer has been made. Setting up the notification To set it up, go to the Manage Inventory table > Options > Notifications. On the Notifications page, under the Actions menu, choose Email Notifications, then For Inventories. In the popup modal, choose the New Activity Event option, then click the Continue button. On the next page, choose which Service you want to receive notifications for. Under the Send The Email To section, you have the option to choose team members, enter email addresses, or, choose a data capture field that contains an email address. If the recipients are different for specific inventories, then you need to have their emails recorded on the inventory’s record. To do so, you need a Data Capture field with the Answer Type set to either “Email”, “Select” or “Hidden”. For “Select” or “Hidden” Answer Types, specify the email address in the Options section of the Data Capture settings. “Hidden” Answer Type, can only have one email address, whereas “Select” can have multiple emails defined, but only one will be chosen when filling out the forms. If the recipients of the emails are also users of the app, you can have the app create to-do tasks automatically whenever the emails are issued. Modifying the notification From the Notifications page, go to the Notifications table. Find the notification you want to modify. Under the Actions column, go to Edit. To pause the notification, change its status to Inactive. ======================================== ARTICLE ID: 360 TITLE: Field Change Notification For Inventories URL: https://kb.ventipix.com/knowledge-base/field-change-notification-for-inventories/ PUBLISHED: 2019-09-26 13:52:37 ---------------------------------------- Overview This notification type can be used for sending inventory email alerts whenever values from specified custom fields get changed. For example, emails can be sent whenever an inventory’s price has been changed. Setting up the notification To set it up, go to the Manage Inventory table > Options > Notifications. On the Notifications page, under the Actions menu, choose Email Notifications, then For Inventories. In the popup modal, choose the Field Change Event option, then click the Continue button. Choose who should receive the email notifications. You can choose your team members. You can enter the email addresses, under the “The following email addresses” section, if the recipients are the same for all the inventories. If the recipients are different for specific inventories, then you need to have their emails recorded on the inventory’s record. To do so, you need a Data Capture field with the Answer Type set to either “Email”, “Select” or “Hidden”. For “Select” or “Hidden” Answer Types, specify the email address in the Options section of the Data Capture settings. “Hidden” Answer Type, can only have one email address, whereas “Select” can have multiple emails defined, but only one will be chosen when filling out the forms. Choose which fields the app should monitor for changes. Compose the message. Use the placeholders if necessary. If the recipients of the emails are also users of the app, you can have the app create to-do tasks automatically whenever the emails are issued. Modifying the notification From the Notifications page, go to the Notifications table. Find the notification you want to modify. Under the Actions column, go to Edit. To pause the notification, change its status to Inactive. ======================================== ARTICLE ID: 357 TITLE: Upcoming Date Reminder For Inventories URL: https://kb.ventipix.com/knowledge-base/upcoming-date-reminder-for-inventories/ PUBLISHED: 2019-09-26 13:42:34 ---------------------------------------- Overview This notification type can be used for sending inventory email reminders for upcoming dates. For example, emails can be sent three days before an upcoming expiry date arrives. Setting up the notification To set it up, go to the Manage Inventory table > Options > Notifications. On the Notifications page, under the Actions menu, choose Email Notifications, then For Inventories. In the popup modal, choose the Upcoming Date Reminder option, then click the Continue button. On the next page, choose who should receive the email notifications. You can choose your team members. You can enter the email addresses, under the “The following email addresses” section, if the recipients are the same for all the inventories. If the recipients are different for specific inventories, then you need to have their emails recorded on the inventory’s record. To do so, you need a Data Capture field with the Answer Type set to either “Email”, “Select” or “Hidden”. For “Select” or “Hidden” Answer Types, specify the email address in the Options section of the Data Capture settings. “Hidden” Answer Type, can only have one email address, whereas “Select” can have multiple emails defined, but only one will be chosen when filling out the forms. Choose which data capture field has the target date. Enter the number of days needed before the target date is reached. Compose the message. Use the placeholders if necessary. If the recipients of the emails are also users of the app, you can have the app create to-do tasks automatically whenever the emails are issued. Modifying the notification From the Notifications page, go to the Notifications table. Find the notification you want to modify. Under the Actions column, go to Edit. To pause the notification, change its status to Inactive. ======================================== ARTICLE ID: 347 TITLE: Inventory Threshold Notification URL: https://kb.ventipix.com/knowledge-base/inventory-quantity-fluctuation-notification/ PUBLISHED: 2019-09-26 13:28:44 ---------------------------------------- Overview This notification type can be used for sending email alerts whenever a quantity, weight, etc, of an inventory, falls below a defined limit. Setting up the notification To set it up, go to the Manage Inventory table > Options > Notifications. On the Notifications page, under the Actions menu, choose Email Notifications, then For Inventories. In the popup modal, choose the Threshold option, then click the Continue button. On the next page, choose who should receive the email notifications. You can choose your team members. You can enter the email addresses, under the “The following email addresses” section, if the recipients are the same for all the inventories. If the recipients are different for specific inventories, then you need to have their emails recorded on the inventory’s record. To do so, you need a Data Capture field with the Answer Type set to either “Email”, “Select” or “Hidden”. For “Select” or “Hidden” Answer Types, specify the email address in the Options section of the Data Capture settings. “Hidden” Answer Type, can only have one email address, whereas “Select” can have multiple emails defined, but only one will be chosen when filling out the forms. Choose the data capture field where the quantity limits are recorded. Choose the condition that should trigger the alert. For example, when the quantity is less than the threshold. Less Than condition means - a notification will be sent each time the Quantity is less than the Threshold. Less Than Once condition means - a notification will be sent, only once time, when the Quantity is less than the Threshold. Equal To condition means - a notification will be sent each time the Quantity is equal to the Threshold. Choose the data capture field where the current quantity levels are recorded. Compose the message. Use the placeholders if necessary. If the recipients of the emails are also users of the app, you can have the app create to-do tasks automatically whenever the emails are issued. Modifying the notification From the Notifications page, go to the Notifications table. Find the notification you want to modify. Under the Actions column, go to Edit. To pause the notification, change its status to Inactive. Push Notifications If you have enabled Push Notifications, you can receive alerts on the desktop or mobile devices simply by setting up a conditional alert that compares, for example, a Quantity field and a Re-order field. Webhooks If you have set up webhooks, just like with Push notifications, you can be notified when one field you are comparing is less than another. As with this notification type, the data is sent to your server, you can then have the server do other things such as notify other platforms, place orders, etc. ======================================== ARTICLE ID: 344 TITLE: Asset Maintenance Notification URL: https://kb.ventipix.com/knowledge-base/asset-maintenance-notification/ PUBLISHED: 2019-09-26 12:53:44 ---------------------------------------- Overview This notification type can be used for sending email alerts whenever a new maintenance record has been added. Setting up the notification To set this notification up or to modify it, go to the Manage Assets table > Options > Notifications or from the Asset Maintenance table > Options > Notifications. On the Notifications page, under the Actions menu, choose Email Notifications, then For Assets. In the popup modal, choose the Maintenance event, then click on the Continue button. On the next page, choose who should receive the notifications. You can choose your team members. You can enter the email addresses, under the “The following email addresses” section, if the recipients are the same for all the assets. If the recipients are different for specific assets, then you need to have their emails recorded on the asset’s record. To do so, you need a Data Capture field with the Answer Type set to either “Email”, “Select” or “Hidden”. For “Select” or “Hidden” Answer Types, specify the email address in the Options section of the Data Capture settings. “Hidden” Answer Type, can only have one email address, whereas “Select” can have multiple emails defined, but only one will be chosen when filling out the forms. Choose when the email notification should be sent. Notifications can be sent only for newly added records or for any record. Compose the message. Use the placeholders if necessary. If the recipients of the emails are also users of the app, you can have the app create to-do tasks automatically whenever the emails are issued. Modifying the notification From the Notifications page, go to the Notifications table. Find the notification you want to modify. Under the Actions column, go to Edit. To pause the notification, change its status to Inactive. ======================================== ARTICLE ID: 339 TITLE: Asset Checkout Notifications URL: https://kb.ventipix.com/knowledge-base/asset-check-out-notifications/ PUBLISHED: 2019-09-26 12:27:45 ---------------------------------------- Overview This notification type can be used for sending email alerts when an asset is due for return or is overdue. Setting up the notification To set it up, go to the Manage Assets table > Options > Notifications or the Asset Checkout table > Options > Notifications. On the Notifications page, under the Actions menu, choose Email Notifications, then For Assets. In the popup modal, choose one of the checkout events, then click on the Continue button. On the new page, choose who should receive the email notifications. Most likely these would be the custodians, so the data capture method is the ideal one. You can choose team members. You can enter the email addresses, under the “The following email addresses” section, if the recipients are the same for all the assets. If the recipients are different for specific assets, then you need to have their emails recorded on the asset’s record. To do so, you need a Data Capture field with the Answer Type set to either “Email”, “Select” or “Hidden”. For “Select” or “Hidden” Answer Types, specify the email address in the Options section of the Data Capture settings. “Hidden” Answer Type, can only have one email address, whereas “Select” can have multiple emails defined, but only one will be chosen when filling out the forms. Choose where the app should look for the due date. Indicate how many days before or after the due date, should the notification be sent. This is dependent on the notification type. Compose the message. Use the placeholders if necessary. If the recipients of the emails are also users of the app, you can have the app create to-do tasks automatically whenever the emails are issued. Modifying the notification From the Notifications page, go to the Notifications table. Find the notification you want to modify. Under the Actions column, go to Edit. To pause the notification, change its status to Inactive. ======================================== ARTICLE ID: 333 TITLE: New Activity Notification For Assets URL: https://kb.ventipix.com/knowledge-base/new-activity-notification-for-assets/ PUBLISHED: 2019-09-26 11:54:17 ---------------------------------------- Overview This notification type can be used for sending email alerts whenever a new asset record has been added. For example, email alerts can be sent whenever a new asset check-out has been made. Setting up the notification To set this notification up or to modify it, go to the Manage Assets table > Options > Notifications. On the Notifications page, under the Actions menu, choose Email Notifications, then For Assets. In the popup modal, choose the New Activity Event option, then click on the Continue button. On the next page, choose which Service you want to receive notifications for. Under the Send The Email To section, you have the option to enter email addresses, choose team members, or choose a data capture field that contains an email address. If the recipients are different for specific assets, then you need to have their emails recorded on the asset’s record. To do so, you need a Data Capture field with the Answer Type set to either “Email”, “Select” or “Hidden”. For “Select” or “Hidden” Answer Types, specify the email address in the Options section of the Data Capture settings. “Hidden” Answer Type, can only have one email address, whereas “Select” can have multiple emails defined, but only one will be chosen when filling out the forms. If the recipients of the emails are also users of the app, you can have the app create to-do tasks automatically whenever the emails are issued. Modifying the notification From the Notifications page, go to the Notifications table. Find the notification you want to modify. Under the Actions column, go to Edit. To pause the notification, change its status to Inactive. ======================================== ARTICLE ID: 328 TITLE: Field Change Notification For Assets URL: https://kb.ventipix.com/knowledge-base/field-change-notification-for-assets/ PUBLISHED: 2019-09-26 11:35:10 ---------------------------------------- Overview This notification type can be used for sending asset email alerts whenever values from custom fields you specify get changed. For example, emails can be sent whenever an asset's condition value has been changed, for instance from "good" to "faulty". Setting up the notification To set this notification up or to modify it, go to the Manage Assets table > Options > Notifications. On the Notifications page, under the Actions menu, choose Email Notifications, then For Assets. In the popup modal, choose the Field Change Event option, then click on the Continue button. Choose who should receive the email notifications. You can choose your team members. You can enter the email addresses, under the “The following email addresses” section, if the recipients are the same for all the assets. If the recipients are different for specific assets, then you need to have their emails recorded on the asset’s record. To do so, you need a Data Capture field with the Answer Type set to either “Email”, “Select” or “Hidden”. For “Select” or “Hidden” Answer Types, specify the email address in the Options section of the Data Capture settings. “Hidden” Answer Type, can only have one email address, whereas “Select” can have multiple emails defined, but only one will be chosen when filling out the forms. Choose which fields the app should monitor for changes. Compose the message. Use the placeholders if necessary. If the recipients of the emails are also users of the app, you can have the app create to-do tasks automatically whenever the emails are issued. Modifying the notification From the Notifications page, go to the Notifications table. Find the notification you want to modify. Under the Actions column, go to Edit. To pause the notification, change its status to Inactive. ======================================== ARTICLE ID: 320 TITLE: Elapsed Duration Notification For Assets URL: https://kb.ventipix.com/knowledge-base/elapsed-duration-notification-for-assets/ PUBLISHED: 2019-09-26 10:44:13 ---------------------------------------- Overview This notification type can be used for sending regular email alerts once a defined time interval has elapsed. For example, emails can be sent 30 days after an asset has been operational. Setting up or modifying the notification To set this notification up or to modify it, go to the Manage Assets table > Options > Notifications. On the Notifications page, under the Actions menu, choose Email Notifications, then For Assets. In the popup modal, choose the Elapsed Duration option, then click on the Continue button. On the new page, choose who should receive the email notifications. You can choose team members. You can enter the email addresses, under the “The following email addresses” section, if the recipients are the same for all the assets. If the recipients are different for specific assets, then you need to have their emails recorded on the asset’s record. To do so, you need a Data Capture field with the Answer Type set to either “Email”, “Select” or “Hidden”. For “Select” or “Hidden” Answer Types, specify the email address in the Options section of the Data Capture settings. “Hidden” Answer Type, can only have one email address, whereas “Select” can have multiple emails defined, but only one will be chosen when filling out the forms. Choose which data capture field has the target date. Enter the number of days that should elapse after the target date. Compose the message. Use the placeholders if necessary. If the recipients of the emails are also users of the app, you can have the app create to-do tasks automatically whenever the emails are issued. Modifying the notification From the Notifications page, go to the Notifications table. Find the notification you want to modify. Under the Actions column, go to Edit. To pause the notification, change its status to Inactive. ======================================== ARTICLE ID: 304 TITLE: Upcoming Date Reminder For Assets URL: https://kb.ventipix.com/knowledge-base/upcoming-date-reminder-for-assets/ PUBLISHED: 2019-09-26 06:55:47 ---------------------------------------- Overview This notification type can be used for sending email reminders for upcoming dates. For example, emails can be sent three days before an upcoming warranty date expires. Setting up the notification To set this notification up or to modify it, go to the Manage Assets table > Options > Notifications. On the Notifications page, under the Actions menu, choose Email Notifications, then For Assets. In the popup modal, choose the Upcoming Date Reminder option, then click on the Continue button. Choose who should receive the email notifications. You can choose your team members. You can enter the email addresses, under the "The following email addresses" section, if the recipients are the same for all the assets. If the recipients are different for specific assets, then you need to have their emails recorded on the asset's record. To do so, you need a Data Capture field with the Answer Type set to either "Email", "Select" or "Hidden". For "Select" or "Hidden" Answer Types, specify the email address in the Options section of the Data Capture settings. "Hidden" Answer Type, can only have one email address, whereas "Select" can have multiple emails defined, but only one will be chosen when filling out the forms. Choose which data capture field has the target date. Enter the number of days needed before the target date is reached. Compose the message. Use the placeholders if necessary. If the recipients of the emails are also users of the app, you can have the app create to-do tasks automatically whenever the emails are issued. Modifying the notification From the Notifications page, go to the Notifications table. Find the notification you want to modify. Under the Actions column, go to Edit. To pause the notification, change its status to Inactive. ======================================== ARTICLE ID: 301 TITLE: Disconnecting From Google Sheets URL: https://kb.ventipix.com/knowledge-base/disconnecting-from-google-sheets/ PUBLISHED: 2019-09-26 05:28:35 ---------------------------------------- Deactivating Google Sheets integration To disconnect from Google Sheets, from the Apps page, click on the Deactivate button. ======================================== ARTICLE ID: 290 TITLE: How to set up Arithmetic Data Capture fields URL: https://kb.ventipix.com/knowledge-base/how-to-set-up-arithmetic-data-capture-fields/ PUBLISHED: 2019-09-25 22:08:36 ---------------------------------------- Overview This data capture field will either add, subtract, divide or multiply two or more fields together. Note: the calculation only happens when one of the fields gets adjusted manually on the form. Once the form has been submitted, no further calculations will be made. For example, to multiply the Quantity and Unit Price as shown below, the results would be captured in a new field e.g Total Price. The fields to be multiplied together should have the Answer Type - “Numeric”. The field where the result is captured should have one of the Answer Types, i.e either an Addition, Deduction, Division or Multiplication field. Under the Options section, the name of the fields to be multiplied together should be specified there. Once the data capture settings have been saved, the relevant form will look like the image below. The results of the applicable arithmetic functions would appear in the highlighted field as numbers are adjusted on either the Quantity or Unit price. ======================================== ARTICLE ID: 284 TITLE: How to set up Autocomplete using Google Sheets URL: https://kb.ventipix.com/knowledge-base/how-to-set-up-autocomplete-using-google-sheets/ PUBLISHED: 2019-09-25 21:53:46 ---------------------------------------- Overview This feature will create a searchable dropdown, with the searchable options coming from a Google Sheet. This is useful for cases where data shown in the search options may change frequently. For example, if you have a spreadsheet with the data below, you can search for the name of the street. In your Google Sheets, go to File > Share > Publish To The Web. In the prompt that then appears, select the Link tab. Select the sheet's name, e.g. Sheet 1, then select Comma-separated Values (.csv). Under the Published content and settings, choose the name of the sheet, then check the box Automatically republish when changes are made. After that, click on the Publish button, then copy the share URL that will be shown. In your data capture settings, enter the title of the row with the data you want to be searched. In this example, it’s “street”. Choose the Answer Type, “Autocomplete Google Sheets”, then enter the shareable URL of the file. Choose the Answer Type “Autocomplete Custom URL”, then enter the shareable URL of the file. Once you’ve saved the data capture setting, navigate to the relevant form field. You will see a dropdown like the one below. As you start typing, the Google sheet will be searched, and the matched data presented in the dropdown options. When you later update the data in your Google Sheets, wait for a couple of minutes to elapse before you can search for the data. ======================================== ARTICLE ID: 275 TITLE: How to set up Autocomplete using a Custom URL URL: https://kb.ventipix.com/knowledge-base/how-to-set-up-autocomplete-custom-url/ PUBLISHED: 2019-09-25 18:43:01 ---------------------------------------- Overview This function will create a searchable dropdown, with the searchable options coming from a CSV file, that can be hosted from your own environment or within your account. For example, if you have a spreadsheet with the data below, you can search for the name of the street. Save your CSV file in UTF-8 encoding (important) then upload it to the document section of your account. Copy the URL from the uploaded documents table. In your data capture settings, enter the title of the row with the data you want to be searched. In this example, it’s “street”. Pay attention to the case-sensitivity of the characters. Choose the Answer Type, “Autocomplete Custom URL”, then enter the copied URL of the file, in the Options column. Once you’ve saved the data capture setting, navigate to the relevant form, where you will see a dropdown like the one below. As you start typing, the CSV spreadsheet will be searched, and the matched data presented in the dropdown options. ======================================== ARTICLE ID: 237 TITLE: Services URL: https://kb.ventipix.com/knowledge-base/services/ PUBLISHED: 2019-09-25 10:49:16 ---------------------------------------- Services are features on the app that enable you to accomplish a task. The data collected on each Service can be customized using the Data Capture features. Below is a description of what the services do. Asset Services - for managing fixed assets Asset Tagging - this feature enables you to add or register assets to the platform. It also gives an overview of all the assets at the current time. Asset Check-out - this feature enables you to record, and view details of assets that have been loaned out. Asset Check-in - this feature enables you to record and view details of assets that have been returned. Asset Maintenance - this feature enables you to record faults and, and view other maintenance issues. Asset Reservation - this feature enables you to stop assets from being checked out within a given time frame. Asset Audits - this feature enables you to record the current status of all the assets. Choose the Asset Services for things that have a long term value, and where tracking of movement or status is important. Inventory Services - for managing consumable supplies Record Inventory - (inventory tagging) this feature enables you to add or register inventories to the platform. It also gives an overview of all the inventories at the current time. Increase Inventory - this feature enables you to increase quantities, weights, etc, and view what has been increased. Reduce Inventory - this feature enables you to reduce quantities, weights, etc, and view what has been reduced. Transfer Inventory - this feature enables you to record the movement of inventories from one location to another. Stock-taking - this feature enables you to record total counts of the inventories Inventory Bundles - this feature enables you to group inventories with various quantities, weights, etc, that need to incremented or decremented together each time as a single unit. Choose the Inventory Services for things that need to be replenished, and where tracking of quantity, weight, etc, changes from time to time. Delivery Services - for managing inbound our outbound deliveries Goods Received - this feature enables you to record purchase order items' conditions, status, etc, as they are received. Goods Dispatched - this feature enables you to record delivery details for outgoing goods. Delivery Status - this feature enables you to update the status of delivered goods. Work In Progress (WIP) Services - for tracking phased processes WIP setup - this feature enables you to record details about processes/tasks that need to be tracked. WIP update - this feature enables you to update the status of the work in progress. Workplace Passes - for managing access to physical resources Person Identifier - create QR code digital badges, (e.g., for visitors, contractors, etc) that are saved on Google or Apple wallet and can be scanned and verified with our smartphone apps. Resource Allocation - associate a resource (e.g., an asset) with a person's badge. Activity Timestamps - capture an attendance date and time. ======================================== ARTICLE ID: 226 TITLE: What is Data Capture? URL: https://kb.ventipix.com/knowledge-base/what-is-data-capture/ PUBLISHED: 2019-09-25 09:56:09 ---------------------------------------- Data Capture Overview Data Capture is a collection of custom fields that enable you to assign attributes, gather and view details about assets, inventory, or processes. These custom fields are used to gather and display data on the smartphone apps, and on your web account. Learn how to customize your Data Capture fields. ======================================== ARTICLE ID: 211 TITLE: How to set up CSV Search URL: https://kb.ventipix.com/knowledge-base/how-to-set-up-csv-search/ PUBLISHED: 2019-09-25 05:21:19 ---------------------------------------- Overview This data capture setting can be used when you want an external record to be searched for a specific value, then the matching record fetched. The data from the matched record can then be used to auto-populate form input fields on the web/smartphone app. For example, you may want to scan a barcode or NFC tag, of an asset or inventory, then fetch its price. To achieve this, prepare your data in a CSV file, that can be hosted in your Asset &Inventory Manager account, or your own hosting environment. Use case example When checking out an asset, you would like to scan employees’ ID card then fetch their name automatically. Note - a new related feature for scanning badges is here under Workplace Passes. Example CSV Data In your account, upload the CSV file. From the uploaded documents table, click on the Actions menu, then copy the URL. In your data capture settings, create the fields for the Employee ID, and Employee Name. The employee ID is what the app will search for in the CSV file. The title “Employee ID” should exist in the CSV file as shown in the CSV example data above. The employee name is what the app should fetch once it finds a matching employee ID data. The title “Employee ID” should also exist in the CSV file as shown in the CSV example data above. As the Employee ID is what we need to search for, choose the Answer Type, CSV Search, then enter the URL to the CSV file that was copied earlier. Employee Name is what we want to be auto-filled once a matching record has been found. Once the data capture settings have been saved, then navigate to the appropriate form, you will see fields like the ones below. When the Employee ID value has been entered either by scanning a barcode/NFC tag, or by typing then clicking on the search button, the Employee Name field will be auto-filled automatically. ======================================== ARTICLE ID: 165 TITLE: Connecting To Google Sheets URL: https://kb.ventipix.com/knowledge-base/connecting-to-google-sheets/ PUBLISHED: 2019-09-24 15:51:12 ---------------------------------------- Activating Google Sheets integration To connect your account with Google Sheets, go to the Apps page. Click on the Activate button. Follow the prompts to log in to Google. After completing the authentication, you will be returned to your account, where you can optionally indicate if you want the platform to continuously sync data with your Google Sheets. See Working With Google Sheets for the various options available. Google Workplace Marketplace You can install Ventipix Asset & Inventory Manager from the Google Workplace Marketplace. ======================================== ARTICLE ID: 169 TITLE: Working With Google Sheets URL: https://kb.ventipix.com/knowledge-base/working-with-google-sheets/ PUBLISHED: 2019-09-24 15:48:21 ---------------------------------------- With the new Ventipix Asset & Inventory Manager spreadsheet add-on for Google Sheets, you can send scans from QR Codes, NFCs, or any other barcode. In addition, you can import and sync data directly from a Google Sheet spreadsheet. The guide below outlines an alternative approach to working with Google Sheets. Point-in-time or periodic syncing You can choose to have the platform sync a copy of your data as it currently stands. This only works whilst you’re logged in to your account. It also only syncs in one direction, i.e., only changes you make in your Ventipix account will be synced. From the tables, go to Options > Sync With Google Sheets. You will then be shown this prompt. Fill out the form accordingly, then click on the Sync button. The periodic syncing only works: If you don't close the browser tab where you launched the syncing session; When your data changes, i.e, after the first syncing, if your data does not change, e.g, you don't edit anything or add new records, nothing will be synced. The spreadsheet's file permission does not change. Continuous or automated Syncing This type of syncing works whether you are logged in to your account or not. Any data that you create or edit in your Ventipix account is automatically synced to the nominated spreadsheet file. Note – the nominated file should not be edited manually as the platform will not be aware of the changes you make and may overwrite your data. The syncing is only in one direction. From the Apps page, click on the Settings button. Fill out the form. File Name – Choose the file that we should sync to. Services to be logged – choose the type of services you want to be synced. Each chosen service will be created as a worksheet, on the chosen file, and whenever you create data on the platform, the same data will be synced. Status – indicate whether you want the syncing to be active or not. Sending barcode scans or NFC tag taps directly to Google Sheets When using this feature, no data gets saved to your account. Data gets saved directly to the synced spreadsheet and can include information already present in your account. On the pages where this feature is available, go to Add New Records > Scan To Spreadsheet. On the new page, choose Google Sheets from the dropdown options. On the prompt that appears, fill out the form with the relevant details. Scroll down that pop-up to continue filling out the required details. Refer to the notes beneath the input fields. Once you click on the Start Scanning button, the paired device will be ready to scan or tap NFC tags. ======================================== ARTICLE ID: 162 TITLE: Disconnecting From QuickBooks Online URL: https://kb.ventipix.com/knowledge-base/disconnecting-from-quickbooks-online/ PUBLISHED: 2019-09-24 15:34:18 ---------------------------------------- To disconnect from QuickBooks Online, go to the Apps page. Click on the Deactivate button. ======================================== ARTICLE ID: 149 TITLE: Working With QuickBooks Online URL: https://kb.ventipix.com/knowledge-base/working-with-quickbooks-online/ PUBLISHED: 2019-09-24 15:18:51 ---------------------------------------- Ventipix Asset & Inventory Manager platform provides several ways to interact with QuickBooks Online. You should first connect your account to QuickBooks. Inventory Integration Importing inventory data from QuickBooks You can import your inventory data from your QuickBooks account to your Ventipix Asset & Inventory Manager account. From the Manage Inventory page, click on the Add New Records button, then choose Import From QuickBooks in the menu that will be displayed. Once you've done that, and followed further prompts, if displayed, all your imported inventory will be shown on the Manage Inventory table. Syncing inventory data to QuickBooks You can sync changes that you make to your inventory data from your account back to QuickBooks. Before syncing Inventory data, ensure that QuickBooks settings have been set up properly. From the Manage Inventory table, go to Options > Integration Settings, then choose QuickBooks. On the new page, the correct values for Income Account, Expense Account, and Asset Account need to be selected. Refer to the comments beneath the dropdown fields. If you then want the inventory that you create, update, or delete in your account to be synced back to QuickBooks Online, choose "Yes", in the right dropdown menu. Note - for updates or deletion to occur, you should either have previously imported your QuickBooks inventory data or had the platform create them. Only these custom fields can be synced: Unit Price, Product Name, Product Description, SKU, Purchase Cost, Reorder Point, and Quantity. Syncing inventory adjustments to QuickBooks If you also want the platform to sync inventory quantity changes, choose "yes" on the Increment Inventory Quantity and Reduce Inventory Quantity dropdown options. Syncing inventory attribute changes from QuickBooks If you also want changes that you make in QuickBooks to also show up in your account, set "Yes" as the option to the following: Purchase Order Integration Importing purchase order data from QuickBooks The platform can import purchase order data which can then be used to track deliveries of the items ordered, and their subsequent movement or status. From the Purchase Orders page, click on the Add New Records > Import From QuickBooks button. Once imported, the data will be shown on the Purchase Orders table. Syncing purchase order status to QuickBooks From the Options section, go to QuickBooks Settings. You can update your purchase order's status from either "closed" or "opened". On the new page, scroll down toward the Purchase Order Status section. Syncing purchase order data from QuickBooks If you want the purchase order changes that you make on QuickBooks to also show on your account, set these options shown below to "Yes". ======================================== ARTICLE ID: 145 TITLE: Connecting To QuickBooks Online URL: https://kb.ventipix.com/knowledge-base/connecting-to-quickbooks-online/ PUBLISHED: 2019-09-24 13:40:46 ---------------------------------------- From the Apps page, click on the Connect to QuickBooks button. After that, follow the prompts to authenticate with QuickBooks Online. QuickBooks App Store You can connect to Ventipix Asset & Inventory Manager from the QuickBooks App Store. ======================================== ARTICLE ID: 140 TITLE: Disconnecting From Excel Online URL: https://kb.ventipix.com/knowledge-base/disconnecting-from-excel-online/ PUBLISHED: 2019-09-24 12:54:35 ---------------------------------------- Deactivating Excel Online integration To disconnect from Excel Online, from the Apps page, click on the Deactivate button. ======================================== ARTICLE ID: 118 TITLE: Working With Excel Online URL: https://kb.ventipix.com/knowledge-base/working-with-excel-online/ PUBLISHED: 2019-09-24 10:42:37 ---------------------------------------- With the new Ventipix Asset & Inventory Manager spreadsheet add-in for Microsoft Excel, you can send scans from QR Codes, NFCs, or any other barcode. In addition, you can import and sync data directly from an Excel spreadsheet. The guide below outlines an alternative approach to working with Excel. Point-in-time or periodic syncing You can choose to have the platform sync a copy of your data as it currently stands. This only works whilst you're logged in to your account. It also only syncs in one direction, i.e., only changes you make in your Ventipix account will be synced. From the tables, go to Options > Sync With Excel Online. You will then be shown this prompt. Fill out the form accordingly, then click on the Sync button. The periodic syncing only works: If you don't close the browser tab where you launched the syncing session; When your data changes, i.e., after the first syncing, if your data does not change, e.g., you don't edit anything or add new records, nothing will be synced. The spreadsheet's file permission does not change. Continuous or automated Syncing This type of syncing works whether you are logged in to your account or not. Any data that you create or edit in your Ventipix account is automatically synced to the nominated spreadsheet file. Note – the nominated file should not be edited manually as the platform will not be aware of the changes you make and may overwrite your data. The syncing is only in one direction. From the Apps page, click on the Settings button. Fill out the form. File Name - Choose the file that we should sync to. Only .xlsx files will be shown. Services to be logged - choose the type of services you want to be synced. Each chosen service will be created as a worksheet, on the chosen file, and whenever you create data on the platform, the same data will be synced. Status - indicate whether you want the syncing to be active or not. Sending barcode scans or NFC tag taps directly to Excel Online spreadsheets When using this feature, no data gets saved to your account. Data gets saved directly to the synced spreadsheet and can include information already present in your account. On the pages where this feature is available, go to Add New Records > Scan To Spreadsheet. On the new page, choose Excel Online from the dropdown options. On the prompt that appears, fill out the form with the relevant details. Scroll down that pop-up to continue filling out the required details. Refer to the notes beneath the input fields. Once you click on the Start Scanning button, the paired device will be ready to scan or tap NFC tags. ======================================== ARTICLE ID: 113 TITLE: Connecting To Excel Online URL: https://kb.ventipix.com/knowledge-base/connecting-to-excel-online/ PUBLISHED: 2019-09-24 05:43:38 ---------------------------------------- Activating Excel Online integration To connect your account with Excel Online, go to the Apps page. Click on the Activate button. Follow the prompts to log in to Microsoft. After completing the authentication, you will be returned to your account, where you can optionally indicate if you want the platform to continuously sync data with your Excel Online spreadsheets. See Working With Excel Online for the various options available. Microsoft AppSource You can install Ventipix Asset & Inventory Manager from the Microsoft AppSource store. ======================================== ARTICLE ID: 94 TITLE: Managing Groups URL: https://kb.ventipix.com/knowledge-base/managing-groups/ PUBLISHED: 2019-09-23 22:09:00 ---------------------------------------- Groups Overview Grouping is a feature on the platform that allows you to have assets or inventories belonging to a category. This category can then be used for viewing or processing similar data. Depending on the service that you're using, go to Manage Assets > Tagged Assets or Manage Inventory > Inventory. Under Options, go to Manage Groups. Creating and making changes to groups To create a new group, go to Actions > Add A New Group. To change the group, find a record on the Manage Groups table, then go to Action > Edit. Adding items to the group Adding items to a group from the tables From the assets or inventory table, select the asset/inventory items and then click on the Add To Groups button. Note: an asset or inventory can belong to multiple groups. Adding items to a group from the forms You can also add items to a group from the form themselves. You first need to set this as a preference. From the Manage Groups table, go to Options > Show Groups on Forms then follow the prompts to enable this preference. Adding items to a group when importing CSVs When importing a CSV file, you can designate which group the imported records should be allocated to. With this feature, however, you can only assign the records to a single group each time the CSV file is to be imported. Making changes to items in a group To remove or even add items from the group, find the correct group, under the Manage Groups table, click on Edit under its Action column, then choose the assets/inventory items to remove. Alternatively, from an asset or inventory table, find the record to be changed, then go to Action > Group Changes. ======================================== ARTICLE ID: 92 TITLE: Setting Up Barcode Fields URL: https://kb.ventipix.com/knowledge-base/setting-up-barcode-fields/ PUBLISHED: 2019-09-23 22:06:08 ---------------------------------------- From the Data Capture page, you can choose different types of barcode-capable fields from the Answer Types column. Our iOS and Android smartphone apps will use your device's rear camera to scan the barcodes. The type of barcodes supported depends on the software of the device. Barcode fields for single scans This is useful for capturing only single scans. On the Data Capture page, choose "Barcode Scan / NFC Tag" under the Answer Type column. Barcode fields for multiple scans This is useful for capturing multiple scans under one field. On the Data Capture page, choose "Multiple Barcode Scan / NFC Tag", under the Answer Type column. Barcode fields for fetching and auto-populating records This is useful for searching records from a remote location e.g a hosted CSV file. The results of the search are then used to auto-populate other form fields. For example, you can scan an employee's barcode ID, then fetch his or her name. Once the name is found, relevant fields on the form will be automatically be filled in with the app. From the Data Capture page, choose "CSV Search" under the Answer Type column. ======================================== ARTICLE ID: 90 TITLE: Writing NFC Tags URL: https://kb.ventipix.com/knowledge-base/writing-nfc-tags/ PUBLISHED: 2019-09-23 22:05:21 ---------------------------------------- Supported devices Using the Android or iOS smartphone app, NFC tags can be programmed with arbitrary data. Note: NFC writing is supported on iOS 13 and above. Data source The source of the data can either be generated by the app, fetched from existing assets or inventory IDs, imported from a CSV or to-do list, or typed in manually. Note: NFC tags can be overwritten with new data if the Locking feature is turned off. Programming NFC tags To program an NFC tag, tap on the Write NFC Tags menu. After that fill out the form with your preferred settings. Tap on the "Write To Tag" button, then approach the NFC tag. Continue tapping Write To Tag, each time you want to program other tags based on your preference. If you are experiencing issues programming the tag, check that the NFC tag has not been locked. Also, ensure that you tap on the Write To Tag button whenever you want to encode new data on the tag. The correct sequence would be to first tap on the Write To Tag button, then approach the NFC tag. ======================================== ARTICLE ID: 88 TITLE: Reading NFC Tags URL: https://kb.ventipix.com/knowledge-base/reading-nfc-tags/ PUBLISHED: 2019-09-23 22:04:54 ---------------------------------------- Reading NFC tags using smartphones Reading the encoded data Our iOS and Android apps enable you to scan NFC tags using NFC-capable devices. To read NFC tags, tap on the NFC TAG button such as the one shown below, then approach the tag. The data encoded on the NFC Tag will be read and the value shown in the form field. Reading the serial ID (UID) With Android or iOS 13 (and above) devices, you can have the app also read the Unique IDs of the NFC tags. To do so, go to Settings (swipe left) > When Scanning NFC tags read the > ID / UID / Serial Number. Creating NFC-capable form fields You can create additional custom fields that enable you to capture more NFC data. To do so, choose the Answer Type that supports NFC tags. Sending NFC tag data directly to the web app By pairing your device with the web app, you can also trigger NFC reading from the browser on your computer. On form fields that show “Read NFC Tag” buttons, click on it, and follow the subsequent prompts. Sending NFC tag data directly to Google Sheets or Excel Online You can also send NFC taps data to the platform’s spreadsheet, Google Sheets, or Excel Online. To do so, click on the Scan to Spreadsheet button, from the pages that show it. On the subsequent page, choose which spreadsheet to use, then follow the prompts. ======================================== ARTICLE ID: 86 TITLE: Setting Up NFC Tag fields URL: https://kb.ventipix.com/knowledge-base/setting-up-nfc-tag-fields/ PUBLISHED: 2019-09-23 22:04:31 ---------------------------------------- From the Data Capture page, you can choose different types of NFC-capable fields. For Individual Scans This is useful for capturing only single NFC scans. On the Data Capture page, choose “Barcode Scan / NFC Tag” under the Answer Type column. For Multiple Barcode Scans This is useful for capturing multiple NFC scans under one field. On the Data Capture page, choose “Multiple Barcode Scan / NFC Tag”, under the Answer Type column. For Searching Records This is useful for searching records from a remote location e.g a hosted CSV file. The results of the search are then used to auto-populate other form fields. For example, you can scan an employee’s barcode ID, then fetch his or her name. From the Data Capture page, choose “CSV Search” under the Answer Type column. ======================================== ARTICLE ID: 84 TITLE: Viewing Associated Files URL: https://kb.ventipix.com/knowledge-base/viewing-files/ PUBLISHED: 2019-09-23 21:42:12 ---------------------------------------- Viewing files from the web app To view associated files, depending on what service you're using, go to Manage Assets > Tagged Assets or Manage Inventory > Inventory, then click on Quick View under the Actions column. The pop-up that appears will show all the documents associated with the item. Viewing files from the smartphone apps From the Smartphone Apps, to view the documents, go to the item's history. For example, tap on View Asset History, then either scan the item's barcode or NFC tag or search for it. ======================================== ARTICLE ID: 82 TITLE: Associating Files URL: https://kb.ventipix.com/knowledge-base/associating-files/ PUBLISHED: 2019-09-23 21:41:35 ---------------------------------------- Creating the association Uploaded files can be associated with assets or inventories. To associate uploaded files, go to the Documents page. On the table, select the files, then click on Associate With Assets or Associate With Inventory button. Note - images uploaded when editing or setting up a new inventory or asset gets automatically associated. On the page that follows, choose the assets or inventories for the association. When associating images, if you check the Set As Main Image checkbox, the asset or inventory records that you have selected for document association will have their main images replaced, as shown in the screenshot below. Only a single image will be set as the main image for an asset or inventory record. Making changes to the association To make changes, find the required record then go to Actions > Edit. On the new page, add or remove the desired records. ======================================== ARTICLE ID: 80 TITLE: Uploading Files URL: https://kb.ventipix.com/knowledge-base/uploading-files/ PUBLISHED: 2019-09-23 21:40:46 ---------------------------------------- Uploading files from the web app To upload files, go to the Documents page, then use the file uploader. Once uploaded, the uploaded files need to be associated with specific assets or inventory records. Uploading images from the smartphone app Images uploaded when editing or setting up new assets or inventories get uploaded automatically to the Documents section. The file association is also automatically done. The last image uploaded will be displayed on the table, but the rest shown under the Documents section. ======================================== ARTICLE ID: 77 TITLE: Creating An Account URL: https://kb.ventipix.com/knowledge-base/creating-an-account/ PUBLISHED: 2019-09-23 21:38:09 ---------------------------------------- Setting up an account To review the Ventipix Asset & Inventory Manager platform, create an account here. Once the account has been created, review the getting started article. ======================================== ARTICLE ID: 75 TITLE: Overview URL: https://kb.ventipix.com/knowledge-base/overview/ PUBLISHED: 2019-09-23 21:37:08 ---------------------------------------- Introductory video Create your account - Ventipix Asset & Inventory Manager ======================================== ARTICLE ID: 72 TITLE: Data Capture Permissions URL: https://kb.ventipix.com/knowledge-base/data-capture-permissions/ PUBLISHED: 2019-09-23 21:26:39 ---------------------------------------- You can grant or deny the ability to view or edit nominated custom fields for specific users. Permissions for smartphone app users To assign Data Capture permissions to Smartphone App users, go to the Smartphone App page. On the Users table, select the user then click on the Assign Data Capture Permissions button. On the permissions page, choose the correct Service, then choose the custom fields in the relevant sections. To edit or view permissions, go to the Actions > Permissions on the Users table. Permissions for sub-users To assign Data Capture permissions Sub-users, go to the Sub-users page. On the Users table, select the user then click on the Assign Data Capture Permissions button. On the permissions page, choose the correct Service, then choose the custom fields in the relevant sections. To edit or view permissions, go to the Actions > Permissions on the Users table. ======================================== ARTICLE ID: 70 TITLE: Viewing Captured Data URL: https://kb.ventipix.com/knowledge-base/viewing-captured-data/ PUBLISHED: 2019-09-23 21:25:55 ---------------------------------------- There are several ways captured data can be viewed, along with the other logged data such as those of the person who took the action, and when the action was taken. Viewing captured data from the web app Showing all the data on the tables On the tables, to view the captured data, the data needs to be displayed on the respective table. One way to do that is to set the custom field setting, Show on Table to "Yes". Data Capture setting The other way is to change what the table shows, by going to Options > Change Displayed Columns. Depending on the Services being used, the app will allow you to choose additional fields that can be displayed along with the custom fields. Viewing who, when and what data To view data that includes the name of the person that submitted it, the time the submission took place, and data submitted, go to Action > View History. Exporting Data to CSV files Captured data can be exported collectively to CSV files. See the Export options under the Options menu. The Export Data option will export the captured data in accordance with your custom fields. If needed, this exported data can be imported back to the platform. The Export With History option will include the entire history of the items, and also show the name of the people who performed an action, and the time that they did it. Data can also be exported selectively, by clicking on the Export Selected button on the tables. Viewing individual records Individual records can be viewed by going to the record's Action menu > Quick View. Viewing data on a map If you capture GPS coordinates using the smartphone app, you can view the location details on a map. From the tables, select the records you want to view on a map then go to the menu at the top and click on the Map Selected button. Example: On the new page, you will see the markers on the map, which when clicked on, will open a pop-up with brief details about the record. If you want to focus on specific records, expand the View Selected Records box by clicking on the arrow on the right. Choose the records you want to view, then click on the Map Selected button. Viewing captured data from the smartphone app Viewing individual records Individual records can be viewed by either scanning a barcode, NFC tag, or searching for the item. Tap on the View (x) History menu, for example, View Asset History. Viewing all the records To view all the records, tap on the View (x) History menu, for example, View Asset History. On the new screen, scroll to the bottom, then tap on View My Activities. On the new screen, tap on the navigation links at the top, e.g Assets. ======================================== ARTICLE ID: 68 TITLE: Answer Types URL: https://kb.ventipix.com/knowledge-base/answer-types/ PUBLISHED: 2019-09-23 21:13:25 ---------------------------------------- The information on this page is regarding how to customize the data capture fields. Descriptions of the Answer Types The table below describes the available options for the Answer Type column. Under the Options field, unless instructed to use that field in a specific way, you can use that column to set the default values for the field. For example, for a Numeric field, e.g. Quantity you can enter a number, e.g. 1. When the form is displayed, the field will show the default value 1. Generic Fields Answer Type Description Text Use this for short descriptions. In the Options field, if necessary, enter a default text. Multiple Options Use this where one or more choices need to be selected. On the Data Capture spreadsheet, in the Options section, enter comma-separated values. Select Use this for dropdown menus. On the Data Capture spreadsheet, in the Options section, enter comma-separated values, e.g. Phone, Tablet, PC, Notebook. By default, the first comma-separated value will be selected on the dropdown. If that is not desired, you can set the very first character as a comma instead. Email Use this for email addresses. In the Options field, if necessary, enter a default email address. Numeric Use this for numbers only. In the Options field, if necessary, enter a default number. Currency Use this to capture formatted currency values. In the options column, you can specify the default currency. Terms & Conditions Use this for cases where one needs to accept the terms and conditons. In the Options field, enter the URL that leads to the terms and conditions page. Barcode & NFC Fields Answer Type Description Barcode Scan / NFC Tag Use this to capture single barcode scans or NFC taps. Multiple Barcode Scan / NFC Tag Use this to capture multiple barcode scans or NFC taps in one field. NFC Use this field to capture either the serial values of payload data of NFC tags without making changes to the app's settings. Barcode / NFC / Dropdown Use this field for dropdown menus that can also have their values selected by scanning barcodes or NFC tags. In your Data Capture spreadsheet, in the Options section, enter comma-separated values that will be shown as the dropdown options. GS1 Barcode NFC Use this to scan barcodes or NFC tags that follow the GSI standard. The app will extract the available GS1 application identifiers, on the barcode/tag, which can then be used to populate your custom fields. Learn more. Regex Barcode NFC Use this to scan barcodes or NFC tags that have a particular pattern that can be matched using regular expressions. The data that matches a regular expression can then be used to populate your custom fields. Learn more. Composite Barcode NFC Use this field to scan two barcodes or NFC tags consecutively for their values to be combined as one. They'll be combined with double hyphen characters (--). Geolocation Fields Answer Type Description what3words (deprecated) Use this for precise geo-tagging of fixed objects using dictionary words. what3words is a service that enables one to find precise locations using just three dictionary words. For example, "pasta.shrimp.inches". These three words can be used to find the exact location of an assets, inventory or a delivery address. what3words have assigned each 3m square in the world a unique 3 word address that will never change. When using the smartphone app, the captured GPS coordinates can be converted into three dictionary words. Note - this has been deprecated. User Plus Codes instead. Plus Codes Plus Codes are like street addresses for places that don’t have one. Instead of addresses with street names and numbers, Plus Codes are based on latitude and longitude, and displayed as numbers and letters. Use this for precise geo-tagging of fixed objects using simplified alphanumeric characters. Address Use this field to search and capture the address of a location. Location details are retreived from Google. Date & Time Fields Answer Type Description Date Use this to capture dates. To auto-populate this field with the current date, in the Options field, enter "current". Time Use this to capture time. To auto-populate this field with the current time, in the Options field, enter "current". Current Date This is a hidden field that can be used to capture the current date whenever the data is saved. Current Time This is a hidden field that can be used to capture the current time whenever the data is saved. Dropdown Fields Answer Type Description Select Use this for dropdown menus. On the Data Capture spreadsheet, in the Options section, enter comma-separated values, e.g. Phone, Tablet, PC, Notebook. By default, the first comma-separated value will be selected on the dropdown. If that is not desired, you can set the very first character as a comma instead. Autocomplete Use this for simple searchable dropdown menus. On the Data Capture spreadsheet, in the Options section, enter comma-separated values. Autocomplete Google Sheets Use this when you want a searchable dropdown, with the searchable options coming from a Google spreadsheet. This is useful when the options are many, and may change from time to time. See the guidelines On the Data Capture spreadsheet, in the Options section, enter the "Shareable URL" from the Google Sheets. In the Questions section, enter the name/title/header from row 1. Also ensure that the Google Sheet file is published to the web ( File > Publish To The Web > Publish). Autocomplete Custom URL Use this when you want a searchable dropdown, with the searchable options coming from a CSV file or a JSON document. This is useful when the options are many. See the guidelines On the Data Capture spreadsheet, in the Options section, enter the URL for the CSV or JSON file. In the Questions section, if using a CSV file, enter the name/title/header from row 1; if using JSON, enter the key. CSV files can be uploaded on the Documents page. Once uploaded, reload the Documents page the copy the URL of the specific file from the Actions column (click on the "copy" icon). CSV Search Use this for scanning things like employee badges then fetching data such as name, email, etc to auto-fill on a form. It works by searching a CSV file for a specific value, e.g a badge ID. When the value is found, the matching row will be fetched, then when filling in a form on the web or smartphone app, the same matching fields on the form will be auto-filled. See the guidelines Key & Value Pairs Use this for dropdown menus where the value and the option label are different. When the dropdown is displayed, the label is what you would see and choose, whilst its corresponding value is what would be saved. In your Data Capture spreadsheet, in the Options section, enter comma-separated values of strings that look like this value:label,valueB:labelB or value=labelB,value=labelB. Dynamic Dropdown Use this for dropdown menus where the values come from a CSV file. When a value from the displayed dropdown is selected, it will trigger associated dropdowns (Linked Dropdown) to be populated with dynamic values that correspond with the chosen value. Learn more. Linked Dropdown Use this for dropdown menus where the values are populated based on a choice made from an associated Dynamic Dropdown. In your Data Capture spreadsheet, in the Options section, enter the name of the associated Dynamic Dropdown. Learn more. Barcode / NFC / Dropdown Use this field for dropdown menus that can also have their values selected by scanning barcodes or NFC tags. In your Data Capture spreadsheet, in the Options section, enter comma-separated values that will be shown as the dropdown options. File Fields Answer Type Description Images Use this field to capture multiple images. Audio Use this field to capture short audio recording. Video Use this field to capture short video recording. Document Upload Use this to upload document files such as pdf, doc, xls, csv, etc. Hidden/Read-only Fields Answer Type Description Hidden Use this field for questions that are not visible. In the Options field, enter the answer required. Read Only Use this field for questions that can only be viewed but not edited. Arithmetic Fields Answer Type Description Addition Field Use this for adding two or more fields together. See the guidelines On the Data Capture spreadsheet, in the Options section, enter comma-separated names of the fields to be added together. The name of the fields should have the answer type -numeric. Deduction Field Use this for substracting two fields together. See the guidelines On the Data Capture spreadsheet, in the Options section, enter comma-separated names of the fields to be substracted. The name of the fields should have the answer type -numeric. Multiplication Field Use this for multiplying two or more fields together. See the guidelines On the Data Capture spreadsheet, in the Options section, enter comma-separated names of the fields to be multiplied together. The name of the fields should have the answer type -numeric. Division Field Use this for dividing two fields together. See the guidelines On the Data Capture spreadsheet, in the Options section, enter comma-separated names of the fields to be divided together. The name of the fields should have the answer type -numeric. User Identification Fields Answer Type Description Signature Use this field for capturing signatures. Authorizer Use this to capture the name of the user submitting the data. This field is hidden when filling out the form. Person Identifier Use this to capture the name of a person by scanning digital badges/passes. These passes are generated on this app, and can be saved on Apple and Google wallets, or on NFC wearables. See the guidelines. Dynamic Fields Answer Type Description Attributes Use this field to capture a set of data that are related such as a product variant, version, etc. See the guidelines. Conditional Field Use this field to show different sets of questions based on a choice made in this field. See the guidelines. Dynamic Dropdown Use this for dropdown menus where the values come from a CSV file. When a value from the displayed dropdown is selected, it will trigger associated dropdowns (Linked Dropdown) to be populated with dynamic values that correspond with the chosen value. Learn more. Linked Dropdown Use this for dropdown menus where the values are populated based on a choice made from an associated Dynamic Dropdown. In your Data Capture spreadsheet, in the Options section, enter the name of the associated Dynamic Dropdown. Learn more. CSV Search Use this for scanning things like employee badges then fetching data such as name, email, etc to auto-fill on a form. It works by searching a CSV file for a specific value, e.g a badge ID. When the value is found, the matching row will be fetched, then when filling in a form on the web or smartphone app, the same matching fields on the form will be auto-filled. See the guidelines GS1 Barcode NFC Use this to scan barcodes or NFC tags that follow the GSI standard. The app will extract the available GS1 application identifiers, on the barcode/tag, which can then be used to populate your custom fields. Learn more. Regex Barcode NFC Use this to scan barcodes or NFC tags that have a particular pattern that can be matched using regular expressions. The data that matches a regular expression can then be used to populate your custom fields. Learn more. ======================================== ARTICLE ID: 66 TITLE: Customizing the Data Capture settings URL: https://kb.ventipix.com/knowledge-base/how-to-customize/ PUBLISHED: 2019-09-23 21:12:44 ---------------------------------------- Data Capture Overview Data Capture is a collection of custom fields that enable you to assign attributes, gather and view details about assets, inventory, deliveries, or processes. These custom fields are used to gather and display data on the smartphone apps, and on your web account. To customize the Data Capture fields, go to the Data Capture page. Choosing the correct service On the Data Capture page, ensure that you're looking at the custom fields for the correct service. Select a different option if necessary. Customizing the fields The custom fields relevant to the selected service will then be displayed on a spreadsheet like the one shown below. On the Questions column, type in the custom question. On the Mandatory Field column, by setting the column to "Yes", the Questions must be filled in. On the Answer Type column, choose the type of field that should be used to capture the respective data. The Options column is required based on some of the choices selected on the Answer Type column. It can also be used to set the default value for certain fields. On the Show On Table column, when set to "Yes", the answers to the questions will be shown on the respective table. On the Field Instruction Text column, enter helpful text for the custom field. The text will be displayed below the custom field. To add or remove rows, right-click the spreadsheet. To re-arrange the order of rows, click on the row's number, then when the drag handle appears, drag the row to the desired position. Note - depending on the service being edited, some rows cannot be removed. Restoring defaults Should you wish to restore the original custom fields that were in your account, draw your attention to the Submit button below the spreadsheet mentioned above. Click on the dropdown arrow, then click on Reset Defaults. Syncing Custom Fields Custom fields captured from related services can be synced with their main service. For example, data captured from a custom field in asset maintenance can be shown on the tagged assets page. Synced custom fields are available for assets, inventories, deliveries, and work in progress. ======================================== ARTICLE ID: 64 TITLE: How to scan barcodes using Bluetooth, USB or wireless scanners URL: https://kb.ventipix.com/knowledge-base/how-to-scan-barcodes-using-bluetooth-or-usb-scanners/ PUBLISHED: 2019-09-23 21:08:47 ---------------------------------------- Configuring the scanner To scan barcodes using Bluetooth or USB scanners, the scanner should support the keyboard wedge functionality. PS2 Barcode Scanners, also known as Keyboard Wedge, allow a user to scan data and have it appear on a computer screen just as it would have been typed through a keyboard. When you scan a barcode with a keyboard wedge-capable scanner, the data that is encoded in the barcode goes into the computer through the keyboard port so that it appears to whatever software is running in the computer as if it were being typed in on the keyboard. In effect, the barcode scanner behaves like a second keyboard connected to the computer. Ensure that the scanner is configured to send scans wherever you position or focus the cursor. If the scanner supports it, get it configured to use/simulate "tab" or "enter" keyboard strokes. Using scanned data with spreadsheet add-ons With our Google Sheets Add-on or Excel Add-in, you can scan data directly to the spreadsheet. These add-ins enable you to either insert scans into specified cells, search for the scanned value and highlight the matching rows or cells with specified colors, or alter the data in specified cells (with arbitrary values) when a search is made, e.g, add a timestamp or alter an existing status, etc. Using scanned data with the tables On pages where new records can be added and barcode scanning is supported, click the Add New Records button, then select the Use a Bluetooth/USB Scanner option. On the pop-up that appears, position the cursor on the Barcode/NFC Tag scan field, then proceed with the scan. After that, choose an Action, then submit the form. Using scanned data with the spreadsheet From the Bluetooth/USB scanners page, first, select the Service from the dropdown option. After that, focus your cursor on the Barcode/NFC Tag field, then proceed with the scanning. Processed scans will be shown on the spreadsheet. Fill out any relevant details on it, then save it. ======================================== ARTICLE ID: 62 TITLE: Scanning Barcodes URL: https://kb.ventipix.com/knowledge-base/scanning-barcodes/ PUBLISHED: 2019-09-23 18:43:41 ---------------------------------------- You can scan barcodes using smartphones, webcams, Bluetooth, wireless, and USB scanners. Scanning barcodes using smartphones Our iOS and Android apps support barcode scanning using the device's rear camera. To scan barcodes, tap on the Barcodes button such as the one shown below. Creating scannable custom fields You can create additional custom fields that enable you to capture more barcode scans. To do so, choose the Answer Type that supports barcode scanning. Sending barcode scans directly to the web app By pairing your device with the web app, you can also trigger barcode scans from the browser on your computer. On the form field that shows the "Scan Barcode" buttons, click on it, and follow the subsequent prompts. Sending barcode scans directly to Google Sheets or Excel Online You can also send barcode scans to the platform's spreadsheet, Google Sheets, or Excel Online. To do so, click on the Scan to Spreadsheet button, from the pages that show it. On the subsequent page, choose which spreadsheet to use, then follow the prompts. Scanning barcodes using webcams You can scan UPC-A, UPC-E, EAN-8, EAN-13, Code 39, QR Code, Data Matrix, Aztec, or PDF 417 barcodes using a webcam. From a custom field that supports barcodes, click on Scan Barcode > Use Webcam. On the prompt that then appears, choose the Webcam Source, then click on the Start Scanning button. The browser will then ask for permission for your webcam to be used. Grant the necessary permission needed and as often as required. After that, present the barcode to the video and ensure that it is visible on the video. Once a supported barcode is detected and decoded, the resulting output will be displayed on the relevant custom form field. Scanning barcodes using Bluetooth or USB Scanners You should use a scanner that supports the "Keyboard Wedge" output. When you scan a barcode with a keyboard wedge-capable scanner, the data that is encoded in the barcode goes into the computer as if it were being typed in on the keyboard. In effect, the barcode scanner behaves like a second keyboard connected to the computer. Ensure that the scanner is configured to send scans wherever you position or focus the cursor. Learn more about how to scan barcodes with Bluetooth or USB scanners. Scanning composite barcodes From the smartphone app, you can scan two barcodes in sequence and have both their values processed as one. Both values will be combined with double hyphens and registered in the database that way. To enable this feature, swipe left then go to Settings. On the Settings screen scroll to the Composite Scanning section, then enable it. When scanning barcodes from that point, henceforth, you will need to scan two unique barcodes one after the other, before the scan gets registered on the form field. Alternative scanning methods By default the app uses the phone's rear camera to scan barcodes. It is possible to change the scanning method for certain type of devices such as Sonim, Honeywell, and Zebra. Note: this feature may not work on all devices. ======================================== ARTICLE ID: 60 TITLE: Supported Barcodes URL: https://kb.ventipix.com/knowledge-base/supported-barcodes/ PUBLISHED: 2019-09-23 18:43:13 ---------------------------------------- Supported barcode symbologies On Android devices, the supported barcodes are QR CODE, DATA MATRIX, UPC E, UPC A, EAN 8, EAN 13, CODE 128, CODE 39, CODE 93, CODABAR, ITF, RSS14 (GS1 DataBar), RSS EXPANDED, PDF 417, and AZTEC. On iOS devices, the supported barcodes are QR CODE, DATA MATRIX, UPC E, UPC A, EAN 8, EAN 13, CODE 128, CODE 39, CODE 93, ITF, PDF 417, and AZTEC. Comparison Table ======================================== ARTICLE ID: 58 TITLE: Printing Labels URL: https://kb.ventipix.com/knowledge-base/printing-labels/ PUBLISHED: 2019-09-23 18:41:24 ---------------------------------------- Generating barcode data In order to print barcode labels, you first need to generate the data that goes on the barcodes. From the Barcodes & NFC Tags page, fill out the form with your preferred settings. Under the Label Type, choose a barcode type, e.g., QR Code. Under the Data to encode, you have an option to generate barcode data from your existing assets or inventory records. Alternatively, you can generate arbitrary data. Under the Options section, choose Print With Avery Labels to export a CSV file with your data, which will later be used on Avery's website. Printing Avery Labels Go to the Avery Design & Print page to generate a PDF containing barcodes you can print, including on Avery Labels. From the Avery Design and Print page, choose a template style with the desired layout and dimensions. In the next step, choose a blank design. After that, select QR and Barcodes, then Add QR/Barcode. In the prompt that's shown, choose Spreadsheet. After that, upload the CSV file that you downloaded from your account. After that, review the data that will be used to generate the barcodes. In the next step, choose a barcode type. Under the Enter barcode text, drag and drop the sample Imported Data, then click on Finish. In the next step, adjust the barcode dimensions to fit the label. After that, click on the Get PDF To Print button. You will then receive a PDF file (view example) with the barcode data that you can print. ======================================== ARTICLE ID: 56 TITLE: Barcode Considerations URL: https://kb.ventipix.com/knowledge-base/generating-barcodes/ PUBLISHED: 2019-09-23 18:40:08 ---------------------------------------- Ventipix Asset & Inventory Manager platform can help you generate barcodes. Below are some considerations to bear in mind. The scanning device If you plan to use our iOS or Android app, review the list of supported barcode standards. If you plan to use Bluetooth or USB scanners, consult the device's manual on the barcode standard it supports. The data on the barcode Different types of barcodes, especially 1D barcodes, support different types of data and have limits on the maximum number of characters they support. If unsure, use QR codes, as it's flexible on the data that can be encoded, and there's broader scanning support for them. The source of the data The app can generate data that goes on the barcode based on your preferences, or existing account data. If you have existing barcodes, you can scan them in or import them along with the rest of your data. Printing the barcodes The preferred, and recommended way to print barcode labels is to use Avery Labels. You can also generate and download barcodes. ======================================== ARTICLE ID: 49 TITLE: Smartphone App Capabilities URL: https://kb.ventipix.com/knowledge-base/smartphone-app-capabilities/ PUBLISHED: 2019-09-23 16:31:36 ---------------------------------------- These are some of the things you can do with the smartphone app. Barcode scanning On Android devices, the supported barcodes are: QR CODE, DATA MATRIX, UPC E, UPC A, EAN 8, EAN 13, CODE 128, CODE 39, CODE 93, CODABAR, ITF, RSS14, RSS EXPANDED, PDF 417, AZTEC, RSS 14 On iOS devices, the supported barcodes are: QR CODE, DATA MATRIX, UPC E, UPC A, EAN 8, EAN 13, CODE 128, CODE 39, CODE 93, ITF, PDF 417, AZTEC, RSS 14 NFC Tags reading NFC tags scanning is supported on many NFC-capable Android & iOS devices. With Android devices or iOS 13 (and beyond) devices, you can have the app also read the Unique IDs of the NFC tags. NFC Tags programming On NFC-capable Android or iOS devices, blank or unlocked NFC tags can be programmed with data. Data capturing With the use of the Data Capture feature, you can create custom fields that enable you to collect details about assets, inventories, processes, etc. History viewing You can view the full history of items that have been scanned, or added from the web app. Searching You can search for items by either typing the keyword, or scanning barcodes and NFC tags. Geo-coordinates logging You can have the app capture GPS coordinates each time a scan is made. GPS coordinates are captured automatically, unless specifically disabled. Sending scans to Google Sheets or Excel Online You can have the app send barcode scans or NFC taps directly to Google Sheets or Excel Online. Working Offline You can set up the app to work without an Internet connection. The data captured whilst working offline can later be synced with the web app. ======================================== ARTICLE ID: 47 TITLE: Customizing The Smartphone App URL: https://kb.ventipix.com/knowledge-base/customizing-the-smartphone-app/ PUBLISHED: 2019-09-23 13:06:27 ---------------------------------------- App Settings These are the settings available from the Settings page (swipe left). They can also be customized from the web app. On the Smartphone App & Users page, go to Options > Smartphone Settings. Setting Options Retrieve data from last scan - when set to Yes (the default value), scanning barcodes or NFC tags will make the app fetch and populate the form fields with existing data associated with the scanned item. Set Exceptions - you can choose which services should not have their data retrieved. Retrieve inventory data by location - when set to Yes, the app will use the inventory ID, and the location name, to fetch matching records that will be populated on the form fields. Capture GPS coordinates - when set to Yes (the default value), GPS coordinates will be recorded with each scan. Cache GPS coordinates - when set to No, each GPS coordinates captured will be fresh. Work Offline - if set to Yes, data will be stored on the device until synced with the web account. When scanning NFC tags, read the - when set to "Payload /Message" (the default value), the app will read the main encoded data. If set to "ID / UID /Serial Number" the app will read the serial number of the tag. This is supported on Android and some of the latest iOS devices. Resize images when uploading them - when set to Yes (the default value), images will be resized. Search inside CSV files - when set to No, the CSV file associated with the CSV Search custom fields, will not be searched. GS1 Digital Link - you can extract the link itself, GS1 primary identifiers, or the element string. Inventory Adjustment Amounts - when processing multiple inventory records at once, you can either use fixed amounts for all or variable amounts for any of them. Enable "X" Service - When set to No, the respective service will be hidden on the Services page Enable Bulk Processing using Groups - when set to Yes, you will be prompted and asked what to do next with the associated groups. Delete Web App Connection - this disassociates the app from the web app. To reconnect, go to Web Apps (swipe left) > Connect To Web App Granting Permissions From the web app, you can also control what the smartphone app does. Access to Services To grant access to specific services, under a user's record, go to Actions > Permissions. On the form, choose the services the user is allowed to use. Access to Data Capture Fields To limit what Data Capture fields the user can edit or view, select the user then click on the Assign Data Capture Permissions button. On the new page, choose the fields to hide or disable from editing. Use the Service dropdown to load specific fields for the correct service. You can also make image uploads or GPS capture mandatory, under the “Require these device fields” section. Hiding Unused Services From the web app, you can also hide specific services that you don’t want a user to access. To do so, select the user, then click on the Hide Services button. On the new page, select the services to be hidden. To un-hide a service, simply remove it from those selected options. Important - on the smartphone app itself, the user has to log out then back in for the changes to take place. ======================================== ARTICLE ID: 37 TITLE: Using The Smartphone App URL: https://kb.ventipix.com/knowledge-base/using-the-smartphone-app/ PUBLISHED: 2019-09-23 12:15:56 ---------------------------------------- Choosing a service Once logged in to the smartphone app, you will be presented with a list of services to use. Tap on the service you intend to use and have permission to use. Capturing data You will then be presented with a form that you need to fill in and submit. This form can also be saved whilst working offline. To change what the form displays, see the Data Capture settings. Viewing captured data Data that has been submitted can either be viewed or exported from the web app. On the smartphone device, tap on the View History buttons. Editing data To edit previously captured data, scan its main barcode or NFC tag. The form will then get populated with the applicable data attributes. For this feature to work, the default setting, Retrieve data from the last scan, should be set to Yes. Deleting data To delete data, use the web app. ======================================== ARTICLE ID: 24 TITLE: Setting Up the Smartphone App URL: https://kb.ventipix.com/knowledge-base/downloading-and-setting-up-the-app/ PUBLISHED: 2019-09-23 10:49:17 ---------------------------------------- Installing the app Download and install the Android or iOS app. If you're prompted to scan a QR Code, after installing the app and tapping the Connect To Web App button: 1. From a computer, log in to your account or create one. 2. Scan the QR code shown on the Smartphone App page. Note - you only need to do these steps once. Logging in to the app To log in to the app, you need to create a smartphone app user account. ========================================