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How do I carry out a procedure?

A published procedure is either started manually on an inventory item or triggered automatically via its hooks during assignment or return. This article shows both ways and explains how to fill in and complete a running procedure.

Procedures are available for all inventory types: individual tools, quantity inventory, consumables, and sets. The handling is the same everywhere — the "Start procedure" button and the hook procedures in the assignment and return dialogs appear in the respective detail view.

Start a procedure manually
  1. Open the detail view of the inventory item.
  2. Click "Start procedure".
  3. In the dialog, choose the desired procedure under "Select procedure" and confirm with "Start procedure".

The button only appears if the inventory item is active (for tools and sets also In maintenance) and at least one matching procedure with a manual hook is published. Which procedures are offered depends on the hook:

  • "Start manually (warehouse staff only)" — visible to administrators and warehouse staff
  • "Start manually (all users)" — visible to all users, including employees
Automatically triggered procedures

If a procedure with an assignment or return hook is set up for the item's category, it appears directly in the respective dialog — for tools, quantity inventory, consumables, and sets alike:

During assignment:

  • "Procedures before assignment" — you carry these out as the issuing person directly in the assignment dialog. A procedure marked as mandatory must be completed before you can save the assignment.
  • "Start procedures" — for an assignment with notification, you select here which procedures the receiving person should carry out. Mandatory procedures are labeled "(Mandatory)", are pre-selected, and cannot be removed.
  • The receiving person then sees the procedures under "Required procedures" in the notification on the inventory item. Mandatory procedures must be completed before the assignment can be accepted.

During return:

  • "Procedures before return" — carried out by the person returning the item.
  • "Procedures on return (receiver)" — carried out by the person accepting it (e.g. warehouse staff).

The same applies here: mandatory procedures block saving, optional ones can be skipped. A mandatory procedure has to be carried out again for every operation: it only counts as fulfilled if it was completed after the last assignment, handover or return of this inventory item. If you close the dialog before saving, you have to carry out the procedure again the next time you open it. The check is also enforced on the server — an assignment or return with an open mandatory procedure is rejected regardless of how it was triggered.

Fill in a procedure

After starting, the procedure opens in its own window:

  1. At the top, you see the inventory item (with the current stock for quantity inventory and consumables, with the contained tools for sets) and the configured inventory information (e.g. display name, serial number) so you know you have the right device in front of you.
  2. Below that are the steps. You can open and edit them in any order.
  3. Fill in the elements of a step and click "Save". Completed steps are marked with a check.
  4. Once all steps are saved, click "Complete procedure".

Required fields are checked on saving. Completion is only possible once all steps are done — otherwise a corresponding notice appears.

With "Cancel procedure", you discard a running procedure. A cancelled procedure applies no changes to the inventory item.

What happens on completion

All actions of a procedure are executed only on completion — not when individual steps are saved:

  • Inspection result — a real inspection result for the selected inspection template is created on the inventory item (including comment and attached documents). Tools and quantity inventory only.
  • Upload document — the files are stored on the inventory item (all inventory types). A single file can be up to 75 MB in size; larger files are rejected with a notice as soon as they are selected.
  • Fill custom field — the value is written to the item's custom field (all inventory types).
  • Change inventory status — the new status is set (unless "Do not change status" was selected). Tools only.
  • Transfer storage — the tool is transferred to the target storage and the specified storage space. Tools only.
  • Complete open reminders — the selected reminders are marked as done, optionally with a follow-up date. Tools and quantity inventory.

Elements that do not exist for the inventory type are not shown in the procedure at all. In addition, every completed (or cancelled) procedure is documented in the history of the respective inventory item — for tools, quantity inventory, consumables, and sets. See the linked article on how to view the procedure log and export it as a PDF.

Procedures in the mobile app

Procedures can also be carried out in the app — manually on the inventory item or automatically during assignment and return. You'll find the details in the article "How do I carry out a procedure in the app?".