What are procedures and how do I set them up?

With procedures, you create standardized, guided processes that your employees work through step by step when handing over, returning, or inspecting inventory. A procedure consists of any number of steps, which you fill with input fields, notes, photos, signatures, or inspection results. Every completed procedure is documented as a procedure log, making it traceable in an audit-proof way.

Typical use cases:

Device handover for home office with condition documentation and signature
Recurring inspections (e.g. DGUV V3) with a documented inspection result
Condition check on return, including photos
Informing users about terms of use with confirmation by signature

Procedures are available for all inventory types: individual tools, quantity inventory, consumables, and sets. The category assignment of the hooks controls which inventory a procedure applies to. The article "How do I carry out a procedure?" shows how execution works in detail.

Where to find procedures

You open the management area via "Administration" › "Procedures". Creating and editing procedures is available to administrators.

The overview shows all existing procedures with the columns Title, Description, Status, and Created at. Using the filter fields in the column headers, you can narrow the list by title, description, status, or creation date.

Create a new procedure

Click "Create new procedure" in the top right.
The procedure editor opens with an empty step. The procedure is initially created as a draft.
On the right under "Basic settings", enter a name and optionally a description.
Build the steps and their content (see below).
Click "Save" in the top right.

The editor is divided into three columns:

Left – step types: the building blocks you can insert into a step
Middle – structure: the title of the procedure and the individual steps
Right – basic settings: name, description, status, inventory information, and hooks

Build the steps

Each procedure consists of one or more steps. A step is comparable to a page or section that can contain several content elements.

Name the step: Click the step title (e.g. "New step") and enter a meaningful name, such as "Condition check".
Insert an element: Drag a step type from the left column into the step. You can combine any number of elements in one step.
Add another step: Click "Add step" below the step.
Change the order: Use the grip icon (☰) to rearrange steps and elements via drag and drop.

Available step types

Text input – free-text field for a written entry
Text block – fixed note or information text without input (e.g. instructions, terms of use)
Number input – entry of a numeric value (e.g. meter reading, quantity)
Yes/No – simple yes/no question
Date – selection of a date
Choice field (radio) – single choice with all options visible
Single select – single choice from a list (dropdown)
Multi select – selection of several options at once
Signature – digital signature for confirmation
Image – take or upload a photo (e.g. condition documentation)
Inspection result – record an inspection result (e.g. passed/failed)
Upload document – attach a file (e.g. delivery note, certificate)
Fill custom field – fills a defined custom field of the inventory item as part of the procedure
Change inventory status – sets a new status for the inventory item during the procedure (you define which statuses are available)
Transfer storage – transfers the inventory item to another storage and storage space
Complete open reminders – marks the item's open reminders as done, optionally with a follow-up date

You can mark most input elements as mandatory via the "Required field" option — the step can then only be saved with a filled-in value.

Not every element fits every inventory type. Elements that do not exist for the respective type are hidden automatically when the procedure is carried out:

Change inventory status and Transfer storage are only available for individual tools (quantity inventory and consumables keep stock per storage, sets are managed through their tools).
Inspection result and Complete open reminders exist for tools and quantity inventory, not for consumables and sets.
Upload document, Fill custom field, and all input elements work for every inventory type.

You can therefore use one template for several inventory types — for a set, the person carrying it out only sees the matching elements.

Actions such as status change, storage transfer, inspection result, or documents only take effect when the procedure is completed. A cancelled procedure applies no changes to the inventory item.

Basic settings

In the right column, you define the overarching properties of the procedure.

Name and description: the designation and a short explanation of the procedure. Both appear in the overview list.

Status: the status controls whether a procedure is ready for use:

Draft – being edited, not yet usable.
Published – active and available for the defined triggers. Use "Publish" to release a draft.
Archived – no longer active, but retained. Use "Archive" to take a published procedure out of service.

Important: After publishing, the name, steps, and content of a procedure can no longer be changed — only the hooks remain adjustable. If you want to revise a published procedure, create a copy as a new draft via "Duplicate" and archive the old version once the new one is published.

Inventory information: here you define which master data of the inventory item is shown in the procedure log. Use "Add field" to add the desired fields, e.g. display name, manufacturer, model, serial number, inventory number, comment, or storage. This way, the person carrying out the procedure sees the relevant device data right away. Fields that do not exist for the respective inventory type (e.g. the serial number of a consumable) are omitted from the log automatically. In addition, the procedure always shows the inventory item itself — with the current stock for quantity inventory and consumables, and with the contained tools for sets.

Hooks – start procedures automatically

Hooks determine when and for whom a published procedure is started. Without a hook, a procedure would have to be selected manually each time – with hooks, specific events trigger it automatically.

Use "Add hook" to add a trigger. The following triggers are available:

On assignment (sender) – starts when inventory is issued/assigned, for the person issuing it
On assignment (receiver) – starts when inventory is received, for the person receiving it
On return (sender) – starts on return, for the person returning it
On return (receiver) – starts on take-back, for the person accepting it
Start manually (warehouse staff only) – the procedure can be started manually by warehouse staff
Start manually (all users) – the procedure can be started manually by all users

Mandatory: For the assignment and return hooks, you can enable the "Mandatory" option. A mandatory procedure must be completed before the assignment or return can be saved or accepted. Without this option, the procedure is optional and can be skipped.

Restrict to categories: each hook can be limited to one or more categories. The procedure then only applies to inventory in those categories — regardless of whether it is a tool, quantity inventory, a consumable, or a set. If you do not select a category, the hook applies to the entire inventory of all types.

You can combine several hooks (e.g. "On assignment (receiver)" plus "Start manually (all users)"); each trigger type can be used once per procedure. Then save your selection via "Save hooks". Hooks can still be adjusted on already published procedures.

Duplicate a procedure

If you want to create a similar procedure, click "Duplicate" in the top right of the editor. Inventory ONE creates a copy as a new draft that you can adapt independently – handy as a template for recurring processes.

Practical tips

Start with a draft and only publish once all steps are in place.
Use text blocks for clear instructions so the procedure is self-explanatory.
Add mandatory confirmations with the "Signature" step type wherever a confirmation should be documented.
Restrict hooks via categories so procedures are only triggered where they make sense.
Include the most important inventory information so the procedure log is complete and traceable.