QR code stock management (beta)

Last edited: 24 January 2025 11:44

This article explains how to use the QR code feature to quickly update the location of items in your inventory and to run a stock check.

Requirements: Anyone wishing to generate and scan QR codes generated through Artlogic needs:

• To be a user in your Artlogic database.
• To be able to access the database at the locations they are scanning. Ensure they do not have permissions preventing them from doing so.
• To have a fully updated smartphone camera (an iPhone camera will work automatically) or a QR code app.

Generating QR codes

The first step in this process is to generate QR codes for your locations and your artworks.

Once you have generated these, you'll then be able to scan them in order to quickly update the locations of your artworks. This is explained later, in the section titled Using the QR code.

The below steps will show you how to generate QR codes for your locations and your artworks.

1. Generate QR codes for locations

1. Login to your database and go to Artworks > Value lists > Locations.
2. Add/ edit/ remove any locations as necessary.
3. Select Options for the location/s you want to work with.
4. Select Download QR code label.
5. Place this QR code label in your location of choice.

2. Generate QR codes for artworks

1. Go to Artworks > Views > All.
2. Flag and find your artwork/s.
3. Generate Qr codes for a) individual artworks records or b) multiple records simultaneously.
   a) Click your artwork record once > in the preview pane click Download > QR code label.
   b) Click Create... > Documents/Reports > Labels > Create QR labels.
4. Customise your label and click Download.
5. Place this QR code on your relevant Artwork/s.

Scanning QR codes

1. Set your device's location

1. Log in to your database on your smartphone.
2. Scan your Location QR code with your smartphone’s camera/scanner or QR code app. Click the link, which should appear automatically:
   
3. Set your device's location: The page that opens will ask you to assign the location scanned to the device/ smartphone.
   This page will state the current ‘set’ location associated with the device (if one has been previously set. If this is the first time the device is being scanned, you'll see 'Current stock check location has not been set').
   Review the 'Location' and 'Location detail' before clicking Set Location to confirm your device's location. Please note: It is currently not possible to manually select new location details.
   
4. In the next page, you'll see the following options:
   • Find items at this location, which will open the artworks in your database assigned to this location in your database.
     
   • Start stock check
     This option gives you the ability to complete a more formal review of the works assigned to this location. You'll be able to check whether your artworks can be Found at this location or if they are Missing.
     If you've made edits, click Save before closing your browser. 
     

     

   • Click Add item to search your database's inventory and manually select the items you'd like to assign to this location.

2. Assign artwork to this location

1. After following the instructions above to assign an item to the new location, open your smartphone's camera or QR code app.
2. Scan your Artwork QR code.
   A link like this should appear automatically, which should be clicked:
   
3. Clicking this link will open your artwork record, its Current location, and the name of the location you wish to Move item to.
   After reviewing the information, click Confirm new location to make this change.
   Please note: locations can not be manually entered.
   
4. You will then be greeted with a confirmation page that shows the new location of your artwork record. 

Review your artworks' locations

You are able to perform stock checks and to view the history of previous stock checks by going to Artworks > Value lists > Locations in your database. Here you will also be able to view the artworks in each location.

Related Articles

• Updating locations
• User permissions groups