Inventory catalog & articles
Find, filter, create, and maintain pooled or individually tracked articles
Open Inventory system → Inventory for the complete article catalog. Use an image grid or table; categories and subcategories structure articles, while statuses, properties, and tags support precise searches.
Searching and filtering articles
The search can cover all properties or one selected property. This is useful when a value should be found specifically as a serial number rather than anywhere in an article name or description.
Additional filters include category and subcategory, quick status counts, configured properties with operators appropriate to their data type, tags grouped into tag groups, and saved filter presets. Active filters appear as chips. Reset them before assuming a missing result means the article does not exist.
Filter presets
Save a frequently used combination of properties and tags under a purposeful name such as “mobile audio – ready for use”. Depending on sharing settings, a preset can remain personal or be available to other users.
Grid and table views
The grid supports visual recognition through images. The table aligns articles in a category under shared property columns, making technical data and quantities easier to compare. You can personally hide article images to fit more information on screen.
Creating an article
The visible and required fields are controlled by inventory settings. A category change can therefore reveal a different set of fields.
Quantities and statuses
For a pooled article, enter a total quantity and split it across the configured statuses. The status quantities should add up to the total. The status representing ready for use provides the base quantity for planning.
For example, if ten of twelve cables are ready, one is defective, and one is retired, only ten are initially available for issues.
Status and issue are different
An issue reserves quantity for a period. A status describes stock condition. If an item returns damaged, its status may also need updating.
Individually tracked articles
Enable individual tracking where every unit needs a separate identity, such
as radios, cameras, or test devices. Each unit can have its own status,
properties, and inventory number. A global setting can force every detailed
unit to quantity 1.
Properties may be shared across all units, or marked as an individual value that is not copied during duplication or bulk editing—for example, a serial number. Inventory numbers may be displayed with a central prefix and can replace the name as the primary detailed-item label.
Properties, files, images, and tags
Properties can contain text, number, date, year, time, selection, checkbox, or file values. Special properties connect an article to a room or CRM manufacturer. File fields suit manuals, certificates, and data sheets.
Upload several images and choose a main image. Tags add flexible attributes such as “outdoor”, “trained staff only”, or “inspection due”. A lock marks a tag with restricted assignment rights.
Viewing, editing, and deleting
The detail view combines description, inventory number, category, status quantities, properties, images, and individual units. Editing and deletion depend on permission. Deleted articles move to the trash; before permanent deletion, check whether historical issues and reports still require them.
Using the product basket
The basket does not reserve stock. Availability changes only after the material issue is saved.
Article-data checklist
- Is the name clear and unambiguous?
- Do total and status quantities agree?
- Is ready-for-use stock realistic?
- Are serial numbers and other unique values configured individually?
- Is there a useful main image?
- Are relevant files, room, and manufacturer maintained?
- Do tags improve search or access rather than merely duplicate categories?