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How do I carry out a procedure in the app?

In the mobile app, you carry out procedures directly on the inventory item — for example, a condition check at handover or a confirmation by signature. This works the same way for individual items, quantity inventory, consumables, and sets. Procedures are created and managed in the web application; in the app, they are executed.

Where procedures start in the app

There are two ways a procedure begins in the app:

1. Manually on the inventory item: Open the detail view of an inventory item — an individual item, quantity inventory, consumable, or set (e.g. via search or QR code scan) — and tap "Start procedure". Select the desired procedure in the dialog and confirm with "Start procedure". The action only appears if at least one manually startable procedure is published for the item's category and the item is active or in maintenance.

2. Automatically on assignment or return: If a procedure with a matching trigger (hook) is set up for the item's category, the app shows it directly in the assignment or return dialog:

  • "Procedures before assignment" — carried out by you as the issuing person before handing over the inventory item.
  • "Procedures" (during assignment) — here you select which procedures the receiving person should carry out on takeover. Mandatory procedures are already selected and cannot be deselected.
  • "Procedures on takeover" — appear for the receiving person in the assignment notification. Mandatory procedures must be completed before the assignment can be accepted.
  • "Procedures before return" and "Procedures on takeover" (during take-back) — work the same way when returning or taking back an inventory item.

Procedures marked as mandatory block the respective action: the confirm button stays disabled until all mandatory procedures are done. Optional procedures can be skipped.

In the app, automatic procedures apply to the assignment and return of individual items, quantity inventory, consumables, and sets — what counts is the category assignment of the procedure template. For consumables, issuing and taking back count as assignment and return. No procedures are started for bulk assignments via the cart.

Filling in a procedure

After starting, the procedure view opens:

  1. At the top, you see the name of the procedure, an optional description, and the item the procedure refers to: for quantity inventory and consumables with the current quantity, for sets with the set contents. Below that is the "Inventory information" card with the most important data (e.g. display name, inventory number, serial number).
  2. Below that are the steps as numbered cards. You can open them in any order.
  3. Tap a step, fill in the elements, and tap "Save". The step gets a check mark in the overview.
  4. Once all steps are done, tap "Complete procedure".

Important: A saved step is then read-only in the app and can no longer be changed. Check your entries before saving. With "Cancel procedure", you can discard a running procedure — this cannot be undone.

Required fields are checked on saving; the app highlights missing entries directly at the field. Completion is only possible once all steps have been saved.

Signatures and documents
  • Signature: Tap the signature field and sign directly with your finger on the screen.
  • Documents: With the "Upload document" step type and the inspection result, you can attach files (JPG, PNG, PDF, DOC/DOCX). The app opens your device's file picker — through it, you can also reach your photo library. Then enter a name and optionally a description. A single file can be up to 75 MB in size.
Good to know
  • Elements that only make sense for individual items (state change, storage transfer, inspection result, completing appointments) are not shown for quantity inventory, consumables, and sets — the remaining steps of the procedure stay the same.
  • Procedures require an active internet connection. Saved steps are stored safely on the server; unsaved entries of a step are lost if the connection drops.
  • Creating and editing procedures as well as viewing procedure logs is done in the web application under "Administration" › "Procedures".
  • After completion, the app shows the status of the procedure (e.g. "Procedure completed successfully"). Those responsible can view the full procedure log with signatures and documents in the web application.