Item records, barcodes, and labels

An item record should help someone recognize the thing, understand its quantity, and find the information needed to use or maintain it.

Before you begin

Open Inventory in the right workspace. To add or edit an item, you need the corresponding permission. Prepare a useful name, count, and destination. A clear photo is helpful when several items look similar.

Create an item on the web

1. Navigate to the intended inventory location and choose Create Item.
2. Enter the item name in Object and its quantity in Count.
3. Review the available category and Status fields.
4. Add Item photos and Notes that help identify the item.
5. Open Details to review its location, group, project, unit, or price when those fields apply.
6. Save the item and open it to confirm its quantity and placement.

The editor also provides sections for Tags, Barcodes, Documents and files, and Parameters. Start with the information people need now, then add structured detail as the record becomes more useful.

The Hard linked item option represents a quantity lot that is tracked together. Review that choice before saving; it is different from describing unrelated objects with the same name.

Keep the record useful

Use notes for context that does not fit a structured field. Use tags for recurring categories and barcodes for codes associated with the item. Attach a manual, specification, or other file when it helps someone work with the physical item.

For parameters, use a clear label and value with a consistent unit. For example, keeping capacity values in the same unit makes them easier to compare. Check the record after saving rather than assuming every field change has completed because the editor was closed.

Labels and barcodes serve different purposes

A Bridge label identifies a Bridge record. A barcode you add to the record can describe an existing manufacturer or internal code. Keep the intended record and its code together; a shared product barcode may match more than one inventory entry.

On the web, use Print Labels where the inventory toolbar offers it. On iPhone or iPad, an eligible record's menu offers Print Label. Follow the print options available on that device and confirm the label is readable before labeling many items. Printer availability depends on the device and configured printing method.

Find a record with iPhone or iPad scanning

1. Open Inventory and choose Scan.
2. Allow camera access if requested.
3. Point the camera at the label or supported barcode.
4. Review the resolved record or matching results.
5. Check the name, label, and location before making a change.

If a code has multiple matches, choose the intended record rather than treating the first result as a unique identification. Native scanning requires a supported iPhone or iPad setup; typing a code into search remains useful when scanning is unavailable.

Troubleshooting

Problem	Next step
A scan finds nothing	Check the workspace, camera permission, readable code, and whether that code is recorded. Try searching its value.
Several records match	Compare names, locations, and labels. A product barcode need not identify one physical record.
A print option is unavailable	Check record permissions and the device's supported print setup.
Quantity or placement looks wrong	Review the record and its movement/history before creating a replacement record.

Continue with requests, movement, and history for work that changes what is on hand.