How to inventory IT assets using barcodes

Introduced in 8.0

Applies to Alloy Inventory Scanner 2.0

Overview

You can use Alloy Inventory Scanner, our mobile asset tracking solution, to identify, view, and inventory IT assets in the field in real time. This article explains how to use Alloy Inventory Scanner with Alloy Navigator to perform physical inventory from a mobile device.

Before you begin

In addition to the Alloy Inventory Scanner app on your mobile device, these things must be in place:

  1. IT assets that you need to inventory must have barcode labels. Both 1D and 2D barcodes are supported.

    Supported assets:

    • Computers
    • Hardware
    • Software licenses

    Supported identifiers:

    • Asset ID
    • Asset Tag
    • Serial Number
    • Barcode
    • Part Number -- this is Alloy Navigator's name for Universal Product Code (UPC)

    To generate barcodes, you can run the “Asset Barcode Labels” report from the Asset Management category in Alloy Navigator, or use a third-party solution.

  2. The API module must be installed and configured for the Access Token user authentication.

    Note the URL of Alloy Navigator API. The Alloy Inventory Scanner app will need it to connect to Alloy Navigator. To view the URL, start the Web Configuration tool on the web server and navigate to the API module using the sidebar. The URL will be displayed in the main pane, among other configuration information.

NOTE for Alloy Navigator administrators: The default workflow includes everything needed for integration with Alloy Inventory Scanner (namely, the workflow action #2244 for Assets and the integration settings available under Services > Mobile Applications in the Settings App). We recommend that you leave the default settings unchanged.

Scanning barcodes

You can use Alloy Inventory Scanner in two modes: Online and Offline.

To work online:

  1. Open the Alloy Inventory Scanner app on your mobile device. The Connection Settings screen appears.

  2. Sign in to Alloy Navigator as follows:

    1. Specify the URL for Alloy Navigator API (such as http://navigator.example.com/api or http://192.0.2.0:81/api). This is the URL from the “Before you begin” section.

    2. Provide the credentials of your Alloy Navigator technician account: the username and the password.

      If you log in to Alloy Navigator under a Windows account, type your Windows domain user account name as <Domain name>\<User account name> and your Windows domain password.

    3. Tap SIGN IN to connect.

  3. Scan the asset barcode using the device's camera.

  4. View the asset details on the screen.

  5. Tap INVENTORY.

  6. On the Inventory screen, confirm the physical location of the asset or choose a new one.

  7. Optionally, type a comment.

  8. Tap SAVE.

  9. Tap SUBMIT.

To work offline:

  1. On the Connection Settings screen, tap WORK OFFLINE.

    To access the Connection Settings screen, you may need to tap Settings on the app menu.

  2. On the Offline Queue screen, scan the asset barcode. Alternatively, you can enter the identifier by hand.

  3. Enter the Location ID for the physical asset location. If the location barcode is available, you can scan it.

  4. Optionally, type a comment.

  5. Tap SAVE.

  6. Repeat steps 2-5 to scan all assets you need.

  7. When a reliable connection is available, tap Offline Scan Queue on the app menu.

  8. On the Offline Queue screen, view the queue and tap the up arrow to upload the queued scan results.

If you want to check the results of your inventory in Alloy Navigator, take these steps:

  1. Launch Alloy Navigator (use the Web App or Desktop App).

  2. Open the Asset record for the inventoried asset.

  3. On the General tab, view the Last Inventory Date and Inventoried by values. If the initial location has been changed, view the new value of the Location field.

  4. On the Activity tab, view the details of your inventory and your comment.

Reference

Alloy Inventory Scanner is available on App Store and Google Play: